Email merge from Outlook

Email merge

Email merge is part of the mail merge feature that comes with Microsoft Word and other word processing packages. Mail merge is often started from Word, where the first step is to connect the email message or document to a data source. However, mail merge can be started from the data source directly. A data source is a list of addresses and emails which are used as part of the merge process.

Outlook merge

To use the email merge feature in Outlook, the first step is to select the Contacts list that has the data source. If you do not want all the records in a data source to be used, select only those required by using the control key to select non-adjacent records. From the ribbon activate the Mail merge wizard. The wizard displays several options, which can be deselected or changed. Once all the steps are complete close the wizard. Microsoft Word should now open, and the Outlook data are attached. Simply add any merge fields then complete the email merge.

Final Check

It is always a good idea to add your own email to the contacts list so that you can see the result. Some users will have emails set to text only, others to HTML. The final check is to see how the email displays. For example, does the email look the same when received, as it did in its original format.

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