Introduction and steps to implement mail merge in MS Outlook

Jaizz | August 4th, 2016 | MS Outlook

This article contains guidelines to how to implement mail merge in Outlook. Mail merge is a expressive feature in Outlook that allow users to send a message to number of people. it is like broadcasting an email to many people at once. it provides a convenient way to communicate and send useful information to everyone.

Steps to perform mail merge in Outlook

Step 1. Open Outlook, Click on contacts or press Ctrl and 3 key together. Contact folder

Step 2. Go to View menu >> click Current View >> By category for filtering data that you want visible.

Step 3. Now, Navigate to Tools >> click Mail merge. mail-merge-step2

Step 4. In Mail Merge Contacts dialog box, select the correct options:

All contact in current view : it will show all available contacts in current folder.
Only Selected Contacts : to select contact manually choose this option.

Do the following changes in Merge options, which is at bottom of dialog box:

Document type: Form letters.
Merge to: Email option
Merge Subject line : Type subject related to your letter

Now click on OK button. Mail Merge contacts

Step 5. A new MS Word document will be open
start writing the information or mail that you want to send and click on Mailing tab, here you will find the following:
1. Greeting line : Click on this and set greeting line format
Insert Greeting line

2. Address Block : Click on this and check recipient’s name in this format, insert company name, insert postal address, format address according to the destination country/region and then Click OK. Word document address boook

Address element

3. Insert Merge Field :Click on this option and select desired feature. Select any field

Step 5. Now click on Finish & merge which is within the Mailing tab >> Click on Send E-mail Messages.

Step 6. A Merge to E-mail dialog box will get open. In Message options >> To: E-mail , in subject line type your subject, select html mail format. And Click OK.

Conclusion:

User can follow above mentioned procedure step by step to send a single message to number of people at one time. Mail Merge in Outlook provides a way to broadcast a mail in Outlook to everyone .