Mail Merge from Excel to Outlook – How to Use Mail Merge to Send Bulk Mails

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Did you ever hear about the Mail Merge feature used in Excel?

Usually, people send mail through Google Mailbox or other mailing platforms. When you need to send bulk mail, mail merge from Excel to Outlook is a wonderful option to avail. Sending emails to a large number of people is now just a click away.

Mostly, this feature is used when you need to send personalized emails such as new offers, billing deadlines, etc. Though mail merge is a cost-effective option you need to make an expensive platform for mailing. With a mail server of any kind, you can set up a mail merge. Let’s see how to mail merge from Excel to outlook.

Before that let’s understand what is Mail Merge.

A process that lets you send personalized emails automatically to a huge number of people on the bases of the database is called Mail Merge. With this option, you can find data from a source file and add that data to the mail body.

How to Mail Merge from Excel to Outlook

Below are some steps to follow that let you execute mail merge.

Make Email Content in Microsoft Word

  • First, you need to make the content ready in Microsoft Word. For this, open Microsoft Word from the Start Menu.
  • Open the Blank document option to make a new file.

mail merge step1

  • Click on the Mailings option given on the word.

mail merge step1-2

  • From the Mailings option, choose Start Mail Merge.
  • Click on the E-mail Messages option.

mail merge step1-3

  • Start writing the content you need to add in the mail.

mail merge step1-4

  • Now, the word file is ready. Let’s get started with our next step.
  • In the next step, you need to arrange Mail Merge Data in Excel. In this file, different data is added such as Name and Date are needed to be added in the mail body.
  • For this, open an empty Excel file.

mail merge step2

  • Make 3 columns Name, Date, and Email.
  • Add relevant data in each column.

mail merge step2-2

  • Save this file and click on the File tab of the Excel file.
  • Click on the Save a Copy option.

mail merge step2-3

  • Select a location to save the file from the File Manager.
  • Now, press the Save button.

mail merge step2-4

  • Your file is saved in the selected location.
  • In the next step, you need to link the mailing data with the email. For this, the word file will format the mail based on the data from the Excel file.
  • Open the Select Reception menu and click on the Use an Existing List.

mail merge step3

  • Select the Excel file from File Explorer.
  • Now, click on the Open button.

mail merge step3-2

  • Open the file to display.
  • Check the option in, First row if the data contains the column headers.
  • Now, click on OK.

mail merge step3-3

  • Now you can link the variables with the Excel columns.
  • Choose Name and click on the Insert Merge Field option.
  • You will see a menu appears with column names from the selected Excel file.
  • Click on the relevant column row.

mail merge step3-4

  • You will notice changes in the Name option.

mail merge step3-5

  • Repeat this procedure for the Data variable as well.

mail merge step3-6

  • In the next step, you need to have a look at the Preview of the file and close the Mail Merge.
  • For this, click on the Preview Results menu to have a look at the preview.

mail merge step4

  • You will see the data and name are changed.

mail merge step4-2

  • You can get the next members one by one with a button.

mail merge step4-3

  • Choose the Finish & Merge menu and you will get a list of options.
  • Choose to Send Email Messages option.

mail merge step4-4

  • You will see the Merge to E-mail window and choose the E-mail option given in the To box.

mail merge step4-6

  • In the Subject line field, add the subject.
  • Press Ok.

mail merge step5

  • In the next step, you need to check Mail Merge messages from Outlook. Now, you need to check if the mail merge has been completed or not.
  • For this, open the Outlook app already on the computer.
  • Go to the menu and choose the Outbox option.

mail merge step5-2

You will see the sent emails.

Final Thoughts

Whenever you need to send personalized emails to a huge number of people, an Outlook mail merge is the best option. For this, you have to use three applications, so that you can execute mail merge easily. These three apps are Word, Excel, and Outlook.

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