Mail merge question - letter & personalised cover email

Question

I am trying to create a mail merge letter and accompanying email to be emailed to 300 or so colleagues. I have been able to mail merge the letters okay; but I also need to include a cover email where each recipient is addressed by first name. Can you advise how to include the personalised email as well as the accompanying letter. The instructions I have found online just instruct how to either email a letter with subject line or just send an mail merged email. Thank you.

Answer 1

Hi Amy Lewis,

Welcome to our forum!

Here are some steps you may take:

1. Prepare your data source (Excel spreadsheet or Outlook contacts) with all recipient information including first names, email addresses, etc.
2. Create your letter document:

·       Start a new Word document

·       Go to Mailings > Start Mail Merge > Letters

·       Insert merge fields as you've already done for your letter

1. Create your email document:

·       Start another new Word document

·       Go to Mailings > Start Mail Merge > E-mail Messages

·       Write your email text with merge fields for personalization (e.g., "Dear «First_Name»,")

·       Save this as a separate file

1. Merge and send:

·       In your email document, go to Mailings > Finish & Merge > Send Email Messages

·       Set "To" to your email address field

·       For subject line: Enter your desired subject (you can also merge fields here)

·       Under "Mail format": Choose "Attachment"

·       Click OK to send (this will attach the merged letters to each email)

More information: Use mail merge to personalize letters - Microsoft Support

Note: For large batches (300+), consider sending in smaller batches to avoid email server issues, such as testing with a small group first (5-10 recipients).

Hope it helps.

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