Create Personalized E-mail Messages
1. Start out by typing up the email message you want to send
2. In the Mail Merge Manager under step 1. Select Document Type, click Create New >select Form Letters, this will turn your document into the main document for the Mail Merge
3. Save the document as a merge document
4. Under step 2. Select Recipients List select what data source you want to connect to (see Choose or Create a Data Source for more information)
Note: In order to send this message as an email the data source must contain email addresses for each of the records
5. For step 3. Insert Placeholders, insert any placeholders for the variable data in your email by dragging the placeholder to its location on the email
6. Under step 5 Preview Results click the View Merged Data button to preview the emails with the data inserted
7. Make sure all the formatting and spacing is correct
8. Before you merge the data, open Outlook
- On the menu bar go to Outlook > click on Work Offline
- The emails will be merged to your Outbox but will not be sent, this way you can preview and make sure the emails are correct and that they are being sent to the correct people
9. Finally, back in Word, for step 6. Complete Merge click on the Generate e-mail messages button
10. The Mail Recipient window will open:
- Next to To: select what placeholder contains the email addresses
- Next to Subject: type the subject of the email
- Next to Send As: select how the email will be sent
- When you are done click Mail Merge To Outbox
11. In Outlook open your Outbox
12. Preview the email messages to make sure they are correct and the addresses of the recipients are correct
13. On the menu bar go to Outlook > click on Work Offline again to go back online
14. The emails will be sent to all recipients
