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This article will show how to easily add Cc and Bcc recipients while mailing the merged document. There is no such build-in option in Microsoft Office but using Mail Merge Toolkit you can send Carbon and Blind Carbon Copies. Just specify secondary and hidden recipients the same way as in regular Outlook messages.
The main idea of Cc is to make all recipients aware of getting the same message. And later by using the Reply All option, people from this email thread can be involved in the future conversation. This is especially useful for related contacts like a recipient, and recipient`s assistant, or student, and parent, or client, and account manager, etc.
Then, after finishing the mass email template in Microsoft Word or Publisher, open advanced mail merge features by clicking Merge and Send. Here you will find all new settings added by the Mail Merge Toolkit.
Send Personally allows only basic mass mail personalization using Outlook Contacts details. While with Mail Merge Toolkit, you can use the full power of Microsoft Word mail merge feature with various data sources.
There is no daily limit in trial versions. In unregistered versions, the number of addresses the message is sent to using Mail Merge Toolkit cannot exceed 50 and the trial period is limited to 30 days.
Send Personally allows only basic mass mail personalization using Outlook Contacts details.
While with Mail Merge Toolkit, you can use full power of Microsoft Word mail merge options with various data sources.
UPDATED: Hello, Mail Merge Toolkit allows the selection of accounts to send from. You can select Outlook account, or specify an exchange mailbox, to which you were granted a permission to Send As or On Behalf Of another mailbox. Check the Sending settings tab:
2) As for the greeting line, you can have two merge fields in your templates. But in this case, make sure all recipients have two names. Or you can have a column with custom greeting lines in your data-source.
If you are using an Excel spreadsheet as your data source, format the ZIP/postal codes as text to avoid auto-deletion of any leading zeroes. For more information, see Format mail merge numbers, dates, and other values in Excel.
Go to File > Save. When you save the main document, you also save its connection to the data source. To reuse, open the document and answer Yes when prompted to keep the connection to the data source.
If you're using an Excel spreadsheet, format the ZIP/postal codes column as text to avoid auto deletion of leading zeroes. For more information about this, see Format mail merge numbers, dates, and other values in Excel.
Choose the To merge field, the subject, and whether to send as text, HTML, or as an attachment. When you send as an attachment, the email has no body text; instead, the message is sent as an attached document.
Mail merge toolkit for Outlook from OutlookFreeware allows you to send bulk personalized emails to numerous recipients at once. An Outlook message template is merged with the data from the data-source table. This is primarily an email address. Other personal information also can be placed in the message body and fields.
This way, mass mailing messages look more personal. And each message is sent to a separate address. So, you can send several separate messages using only one mailing template. Or still not any number? Let's figure it out.
Generally, top mail merge software poses no restrictions on the number of emails to be sent. Sometimes it depends on the current pricing plan. With the Mail Merge with Attachments for Outlook, you can send several emails. It helps to overcome other restrictions that arise when you send mass mailings. But let's look at the issue in order.
You can get an error message "too many recipients" when using Outlook for cold email campaigns. This is caused by limitations of Internet Service Provider (ISP) or corporate email admin.
If you did not know the email provider's restrictions when performing mass mailing campaigns, you might have your email account unexpectedly blocked. If you will send numerous messages, over 100, it is always recommended to contact your ISP and discover what kind of email policies they are implementing.
Several ways help you to resolve the issue. Anyway, be aware that if you perform poor-quality cold mass email campaigns with no personalization, your email host will block you even before you reach the sending limit.
Whenever you need to send personalized emails to multiple recipients, mail merge is a real time-saver. It works great for sending out business updates, season's greetings, and the like, so that every recipient gets a personal email with their own information, without knowing who else this message has been sent to.
Basically, you prepare your message template putting placeholders where appropriate, and a mail merge pulls the recipient's details (such as a name, email address, etc.) from a source file and inserts them into an email in the place of the placeholders.
Eventually, everyone's happy - recipients feel unique and valued getting an individual message addressing their specific concerns, and you enjoy an improved engagement rate ;)
How to do a mail merge in OutlookIf all the people you want to address are already in your Outlook Contacts folder, you can perform a mail merge directly from Outlook. For convenience, we'll break down the whole process into 6 meaningful steps.
First off, you need to choose which of your contacts to send an email to. For this, switch to your Outlook Contacts (the CTRL + 3 shortcut will take you there right away), select the desired folder on the left pane, and then pick the people of interest.
The screenshot below shows Outlook contacts grouped by category, with the Business category contacts selected:
Step 2. Start mail merge in OutlookWith the contacts selected, go to the Home tab > Actions group, and click the Mail Merge button.
Step 3. Set up mail merge in OutlookIn the Mail Merge Contacts dialog box, select the options that work best for you.
Under Contact data file, select the Permanent file check box if you wish to save the selected contacts and fields for future use. The comma-delimited data will be saved in a Word document (*.doc).
Note. If you've selected the Contact fields in current view option, make sure all the fields intended for the merge (including the Email field!) are displayed in the current view.When done, click OK. This will open the mail merge document in Word.
Step 4. Create mail merge document in WordNormally, the document opens in Word with the Mailings tab selected, ready for you to choose the merge fields. You can think of them as kind of placeholders that will tell Word where to insert personal details.
As all good communication starts with a greeting, this is what you need to add in the first place. So, click the Greeting Line button on the ribbon and select the desired greeting format for your email. Additionally, specify what greeting to use when no information is found for a particular recipient.
After the greeting line, press Enter to start a new line in your document and type the text of your message. Remember to add a signature at the end, as your default Outlook signature won't be inserted.
Insert merge fieldsTo include other personal details in a message, insert the corresponding merge fields where appropriate. Here's how:
Tip. If some important fields are missing in the Insert Merge Field dialog box, though you are pretty sure you set up the contacts right in Outlook, try exporting your Outlook contacts to Excel first, and then use an Excel sheet as data source. Regrettably, you never know exactly what is going on inside of Outlook :(Step 5. Preview mail merge resultsBefore sending out your personalized mailings, it's a good idea to preview the results to make sure the content of each email is okay. To have it done, click the Preview Results button on the Mailings tab, and then use the arrow buttons to view all the emails.
Step 6. Send out personalized bulk emailJust a couple more clicks, and your mailings will be on their way.
Tip. If you are looking for Outlook Mail Merge with attachment, then try out the Shared Email Templates tool that includes this and many other useful features.How to mail merge from Word using Outlook contactsIn situation when you already have the text of your email written in Word, you can start a mail merge process from there. The final result will be exactly the same as when started from Outlook.
In Word, a mail merge can be done in two ways: by using the Mail Merge Wizard or the equivalent options on the ribbon. If you perform the merge for the first time, the wizard's guidance may come in handy, so we are going to use it.
Note. To be able to use Outlook contacts for mail merge from within Word, Outlook should be set as your default email program.
- After selecting the Contacts folder, the Mail Merge Recipients dialog box will appear, where you can choose the target people. To refine the distribution list, the Sort, Filter and Find duplicates options may prove useful.
In case the information for the mail merge is stored outside of Outlook, you can use an Excel worksheet or Access database as a data source when doing a mail merge in Word. The steps will be exactly the same as in the above example. The only difference is step 4 of the Mail Merge Wizard, where you select the Use an existing list option, and then browse for your Excel file.
If you feel like you need more detailed instructions, please check out this end-to-end tutorial: How to mail merge from Excel to Word.
Outlook Mail Merge add-in for personalized mass mailingsIf you are looking for a way to send custom-tailored bulk email campaigns from your personal Outlook mailbox, then you will surely appreciate the brand-new Mail Merge feature included with our Shared Email Templates. How does it differ from Outlook's one? Here are the key points: