Mail Merge Issue In Word & Outlook

If you have Outlook (New), that version can't work with Word to send emails. You must use Word (Classic) instead.

If your computer doesn't have Outlook (Classic), you can download it from this Microsoft support page: https://support.microsoft.com/en-us/office/you-can-t-open-classic-outlook-on-a-new-windows-pc-5c94902b-31a5-4274-abb0-b07f4661edf5

You will need to set the Marketing Account as the Default account in Outlook and then under File>Options>Mail>Send Messages, check the box for "Always use the default account when composing new messages".

As an alternative, if you use my MergeTools Add-in, you can select the account from which the messages will be sent as part of the process.

My Merge Tools Add-in that is contained in the MERGE TOOLS ADD-IN.zip file that you can download from:

https://mergetoolsaddin.com/

Extract the files from the archive and read the:

“READ ME – Setting up and using the Merge Tools Add-in.pdf

to see how to install and use the various tools.

Using those tools, it is possible to perform the following types of merge that cannot be done with Mail Merge “out-of-the-box”:

• Merge to e-mail messages either with or without attachments, with the documents created by the merge being sent as either Word or PDF attachments or as the body of the e-mail message .  The email messages can, if necessary, also be sent to CC and BCC addresses and the subject of the message can include data from a field in the data source.
• Merge to individual documents in either Word or PDF format with the filenames being supplied by the data in one of the fields in the data source
• Many to One type merges, which can be used for creating documents such as invoices where there are multiple records in the data source that have common data in one of the fields
• Merging to a document that will include a chart that is unique to each record in the data source
• Merging a document with Content Controls
• Merging a document that contains Legacy FormFields
• Duplex Merges
• Merging to a printer that will collate and staple the output created from each record in the data source.

The requirements for using the system are:

• The mail merge main document must be of the Letters type, though that does not mean that the output cannot be sent as an e-mail message where relevant.
• For the Many To One, Merge with Attachments and Merge to Individual Docs utilities, the data source may be either a table or query in an Access database, or in the form of an Excel worksheet. For the Chart Merge utility, see the Mail Merging with Charts document that is included in the Merge Tools Add-in Zip file for additional requirements for the data source for use with that utility
• For a data source in the form of an Excel worksheet, the field names must be in the first row of the worksheet and there must be a field name in all of the cells in that row that are within the range of columns that contain the data.
• For both types of data source, the field names must contain only alphanumeric characters (No @,#,$,%,&,(,), etc) and the field names must not start with a numeric character (0-9). The number of characters in the field names, including spaces, must not be more than 40.

The MergeTools Add-in will NOT work with the “New Outlook”, which is just a re-badged version of Windows Mail and like its predecessor, it does not support automation and hence will not send the messages created by the MergeTools Add-in.

Be aware, that any messages that you had tried to send with the “New Outlook” will have been placed in the Outbox of the original Outlook and they will be sent as soon as you revert to that version of Outlook.   If you do not want that to happen, you should put Outlook Off-line, or disconnect your computer from the Internet.

For a demonstration of the use of the facility, prepared by a Microsoft employee, see

https://www.youtube.com/watch?v=yj_s3cdfVDY

Dear Alex Wong,

Good day! Thank you for posting to Microsoft Community. We are happy to help you.

As per your description, it seems that you are having issue with Mail merge in Word, not sending the emails as expected.

If the understanding above is right, please check if your Outlook is New Outlook, currently, mail merge is still under "Upcoming" status in new Outlook, please change to classic Outlook to check the outcome.

For your reference: Feature comparison between new Outlook and classic Outlook - Microsoft Support

Toggle out of the new Outlook for Windows preview - Microsoft Support

In the meantime, to help you better, we would like to collect more detailed information you're experiencing for further investigation:

1. Is the Outlook client included in your Microsoft 365 package? Please navigate to Outlook and Word > File > Account and take screenshots as shown below and share with us:
2. Please also check if the default mail client is set to Outlook desktop app in Windows settings.
3. Please also share some screenshots of your steps with us.

We appreciate your kind patience and understanding that sometime the initial reply may not resolve the concern immediately or there may have some misunderstanding about your scenario, but we would like to hear the updates from your side and let's figure out the further suggestions. 

If the understanding above is not consistent with yours, please feel free to post back and point that.

Sorry for the inconvenience again. Your patience and understanding are highly appreciated. Hope you stay safe and healthy.

Your understanding and patience will be highly appreciated. We hope that you are keeping safe and well!

Thanks for your cooperation.

Sincerely，

Sophia | Microsoft Community Moderator