Speed up Outlook bulk emails with attachments

Question

Speed up Outlook bulk emails with attachments

Anonymous

Hello community,

I need to send a similar email to ~400 organisations, each to multiple different email addresses.

Each email needs to include a unique (one is prepared for each organisation) PDF attachment.

The body text of the email will be identical other than "Dear XXXX", which I will have to change for each email.

I am taking the recipients' email addresses from an Excel spreadsheet.

The PDFs are in a desktop file.

My process will be:

create new email,
copy and paste in body text & input addressee names,
copy and paste in recipients' email addresses from Excel,
attach PDF,
send.
On to the next organisation, and repeat.

Does anyone have any suggestions to speed up this process in any way? I am not expecting a radical solution that automates the entire process for me, but perhaps there is a macro I can use to pre-populate the email with the attachment? Or populate the recipients' emails?

Any help or suggestions at all would be appreciated.

Thank you,

Ronan.

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1 answer

Answer 1

Dear Ronan Murray,

Good day! Thank you for posting in the Microsoft Community. We will be happy to help you.

It sounds like you have a big task ahead of you. Here are a few suggestions to help streamline your process:

1. Mail Merge with Outlook and Word

You can use the Mail Merge feature in Microsoft Word and Outlook to automate most of this process. Here's a brief overview:

Ensure it has columns for the recipient's name, email address, and the path to the PDF attachment.
Use the Mail Merge Wizard to set up your email template. You can insert placeholders for the recipient's name and email address.
Connect your Excel file to the Mail Merge document.
Unfortunately, Mail Merge doesn't support attachments directly. However, you can use a VBA macro to add attachments to the emails generated by Mail Merge.

Using a VBA Macro in Outlook

If you're comfortable with a bit of coding, you can use a VBA macro in Outlook to automate the attachment process.

Third-Party Tools

There are third-party tools like Mail Merge Toolkit or Mail Merge with Attachments that can handle attachments and integrate with Outlook and Excel. These tools can save you a lot of time and effort.

Email Marketing Services

Consider using email marketing services like Mailchimp or Sendinblue. These platforms allow you to send personalized emails with attachments and can handle large volumes of emails efficiently.

I hope these suggestions help! If you need more detailed instructions on any of these methods, feel free to ask. Good luck with your emails!

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Speed up Outlook bulk emails with attachments

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