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What Is a Mail Merge?
I often use it when I need to reach several people at once, but I still want to address them by name and include specific information relevant to each person.
Think of it as an automated system that customizes your email template with individual names, addresses, or any other data you want to include.
A mail merge usually combines three elements:
By matching placeholder fields in your main document (e.g., “«FirstName»") with corresponding fields in your data source (e.g., “John”), the tool automatically sends individual emails that look tailor-made for the person receiving them.
How to Prepare for a Mail Merge
Regardless of the data source, I realized the importance of creating clean, well-organized data. If your contact list is incomplete or messy, no matter how good the rest of your mail merge process is, your emails might end up with errors or missing details. So, make it once and use it repeatedly.
Choosing the Right Mail Merge Tool
When it comes to mail merge tools, I use the Microsoft 365 suite (Word, Excel, and Outlook) because of its robust features and seamless integration. However, you can also use Gmail and Google Sheets for quick merges or when working on small collaborative projects on Google’s platform.
Different mail merge tools offer various features and complexity levels. I suggest picking the tool that matches your workflow, the size of your mailing list, and your personal preferences.
Create a Mail Merge With Excel and Word (Via Outlook)
Word gives you a lot of control over a mail merge with its Mailings ribbon tab, which includes a Mail Merge wizard. But I am using the more straightforward approach here with the options on the Mailings tab.
Preparing the Data
Put some effort into creating and maintaining an Excel spreadsheet with your contact data. And please, back it up somewhere safe.
Here are some tips to prepare and format the spreadsheet correctly.
Looking for sample data to practice mail merges? The examples here were created on sites likeMockarooandGenerate Data.
Start the Mail Merge in Microsoft Word
Craft the body of the email in Microsoft Word and save the document on your desktop as a template for the future.
There is more than one mail merge scenario. For instance, you may need to send attachments with every email or send different business data to each recipient according to their role. More complex methods can also be covered with Rules (Mailings > Write & Insert Fieldsgroup> Rules)
Now write your email message in the blank document. Leave blank spaces where you want to insert personalized information. Word will insert the merge fields from your data source here.
Next, it’s time to grab the data from Excel.
Verify that names, companies, and other fields appear correctly in the body text. You can also use theCheck for Errorsoption to catch blank fields.
Fields like «FirstName» ensure recipients see their name rather than a generic greeting. You can also automate a name style and a greeting with theGreeting Lineoption in theWrite & Insert Fieldsgroup.
Send the Merged Emails Via Outlook
If your preview shows consistent results, then all that’s left to do is hand over the last stage to Outlook.
If you have a large list, consider sending emails in batches to spot and correct any errors. Some mail service providers also impose sending limits, restricting the number of emails you may send in an hour or a day.
Create a Mail Merge with Gmail & Google Sheets
Gmail and Google Sheets are alsoan alternative method for mail merges. While Gmail doesn’t have built-in mail merge capabilities, you may achieve similar results using Google Sheets and someexcellent mail merge add-ons.
The process involves storing data in Google Sheets and sending emails using a Chrome extension like Mail Merge. Note that many add-ons do not strictly require a Google Workspace subscription. They work within the free version of Gmail but can have specific features or volume constraints.
Mail merges remain one of my go-to methods for sending large batches of personalized emails. Mail merge isn’t only for business emails. you may use it at home to send holiday greetings, do community outreach, or communicate with teachers and students.
The critical step is segmenting your data with a well-crafted template. Beyond that, follow the tips above and consider the time zones if you have a global contact list.
