how to send emails with mail merge

Question

How to send multiple emails using mail merge and how to select which email address they are sent from

Answer 1

Use 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

https://www.youtube.com/watch?v=GGXZ3aQN7oo

Use 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

 

Answer 2

Hi,

To use mail merge with to send multiple emails, it can be done with a combination of Word + Excel + classic Outlook.

However, as of now, the Microsoft's Word built-in mail merge feature does not allow to select a different "From" address. By default, it sends emails through your primary Outlook account. If you want all mail merge emails to come from a specific email, you can temporarily set that mailbox as you default account in classic Outlook:

• In classic Outlook, go to File > Accounts Settings > Accounts Settings > choose Email tab
• Select the mailbox you want and click Set as Default
• Restart Outlook before running the mail merge. This ensures Word uses that accounts when sending emails.

To prepare a mail merge, you can follow the steps below:

Step 1: Prepare your data source with Excel

In your Excel sheet, the first row should contain column headers with unique header, each row represents one recipient only and there are no blank rows in the table. For example:

Step 2: Set up your email template

• Open Word then go to Mailings > Start Mail Merge and choose E-mail Messages
• If you're not used to mail merge, you can use Mailings > Start Mail Merge > Step-by-step Mail Merge Wizard. You can follow the guidance to proceed step-by-step to do a mail merge
• Choose Mailings > Select Recipients and then choose between Use an Existing List (for Excel or another file) or Choose from Outlook Contacts (for Outlook)
• Click where you want personalized details to appear then insert the fields in your message. For example:

Step 3: Preview and finish the merge

• Use Mailings > Preview Results (<<<ABC>>>) to cycle through recipients and make sure the contents and structure look right before you finish. You can move through records with the Left/Right button controls next to Preview Results.

Step 4: Send the mail merge

• After reviewing, select Finish & Merge > Send E-mail Messages
• Select the email column (in my example, it's "Email" column) in the To field
• Enter your Subject line and choose the email format, usually HTML
• Under Send records, choose between "All", "Current record" or "From/To" depends on your need > OK
• As a result, Word sends one individual email to each recipient through Outlook

For your references: Use mail merge in Word to send bulk email messages | Microsoft Support

Hope this information will be helpful for your concern. If you have any questions or need further assistance, please feel free to share them in the comments on this post so I can continue to support you.    

Thank you for your understanding and cooperation. I'm looking forward to your reply.

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Answer 3

Hello,

You can try using this tool (Outil pour mailing/publipostage (fractionnement, par email) V6), but I’ve never tested it on a non-French version.