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Create Mail Merge Emails with Outlook 2010

November 7, 2011

  1. In Outlook, go to your Contacts and select the contacts to whom you would like to send your mass personalized email. If this is not the list you had in mind, just click on any one contact and go on to the next step. You will be able to go to your intended list in a minute and delete the one you just selected. You HAVE to select at least one for this to work.
  2. The mail merge options should pop-up in a new window.  At the top, check Only selected contacts.  At the bottom, set the Document Type to Form Letters, and Merge To as E-mail.
  3. Add a subject in the Message subject line. Click OK to continue.
  4. When you click OK, a new Word document will open up.  Don’t be afraid….it’s supposed to do this! It opens up in Word with the Mailings tab selected, all ready for you to do the kind of mail merge that you are used to doing. (For some reason, it also opens an extra blank document. Just close this. You won’t need it.)
  5. Click on the tiny arrow at the right of the Start Mail Merge button and then choose Step by Step Mail Merge Wizard.
  6. On the right is the task pane. If you want to use a different contact list, from Excel, for example, click Select a different list. When you have what you want, select Next: Write your letter at the bottom.
  7. Put your cursor in the space in your letter where the first field should go and then, on the right, click More items. Find the correct field, highlight it, hit Insert and then Close.
  8. After you have added all the fields you want, click Next: Preview your letter, at the bottom right.
  9. When you are happy with your letter and the recipients, click Next: Complete the merge at the bottom right.
  10. Now, click on the tiny arrow to the right of the Finish & Merge button at the top right. Select Send E-mail Messages.
  11. A pop-up will appear to confirm you want to send and the information is correct.  Click OK and off it goes!

Note: When your contacts receive the email, it will only show their email under the “to” field, nobody else’s.

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