Excel spreadsheet works well as a data source if all data is on one sheet and the data is formatted so that it can be read by Word. For more info, see Prepare your data source in Excel for a mail merge in Word for Mac. Outlook Contact List contains data in a format that can be read by Word. See Use Outlook contacts as a data source for a mail merge. Word data file is a data source you can create on the fly, within Word.
For more info, see Set up a mail merge list with Word. Create envelopes by using mail merge in Word. Create and print labels using mail merge. If you have the Word desktop application, open the document there and perform a mail merge there.
Data sources Your first step in setting up a mail merge is to pick the source of data you'll use for the personalized information. Excel or Outlook If you know you'll be using Excel or Outlook as the source of your data, see: Mail merge using an Excel spreadsheet Use Outlook contacts as a data source for a mail merge Document types Word provides tools for incorporating your data into the following kinds of documents. Follow the links for details about each type: Letters that include a personalized greeting.
Create and print a batch of personalized letters Email where each recipient's address is the only address on the To line. Create and send email messages Envelopes or Labels where names and addresses come from your data source. Create and print a batch of envelopes for mailing Create and print sheets of mailing labels Directory that lists a batch of information for each item in your data source. See Use Outlook contacts as a data source for a mail merge Word data file is a data source you can create on the fly, within Word.
Document types Letters that include a personalized greeting. Create envelopes by using mail merge in Word Create and print labels using mail merge. Need more help? Expand your skills. Get new features first. Was this information helpful? The Mail Merge task pane appears and will guide you through the six main steps to complete a merge.
The following is an example of how to create a form letter and merge the letter with a recipient list. Now you'll need an address list so Word can automatically place each address into the document. The list can be in an existing file, such as an Excel workbook , or you can type a new address list from within the Mail Merge Wizard. If you don't have an existing address list, you can click the Type a new list button and click Create.
You can then type your address list. Now you're ready to write your letter. When it's printed, each copy of the letter will basically be the same, except the recipient data —like the name and address —will be different on each one.
You'll need to add placeholders for the recipient data so Mail Merge knows exactly where to add the data. These labels are the column names in your Excel spreadsheet. Click on the mail merge fields you want to add to your letter. Note: You can also use the Match Fields feature to manually match your Excel column fields with the Word placeholders. This way, you can ensure that all the mail merge fields are accurately mapped to your Excel column names.
After personalizing the form letter for each recipient, you can preview the letters to see how they look with the data inserted from your Excel worksheet. Step B To preview the result for each recipient, you can enter the recipient number the corresponding row number in your Excel spreadsheet in the text box. Note: You can also click on the Next and Previous buttons to quickly scroll through your mailing list to preview the letter for each person.
If you realize someone who is scheduled to receive your bulk email should be removed from the recipient list , refer to Step 3 D for instructions. You can also reuse the merged document for sending additional letters — just open it and click Yes when Word prompts you with this alert:.
You can use mail merge to quickly create personalized emails for newsletters, promos, and other email marketing messages.
Here, your mailing list is the data file , while the email is the mail merge template. Just follow the same steps to send merged emails to your mailing list. While you can use a Microsoft Word document to create merged emails, there are two major drawbacks with this approach :.
Image Source: Twitter. Now , imagine sending hundreds of such embarrassing emails! GMass is a powerful mail merge tool that lets you easily create and send tons of emails from your Gmail account.
Its advanced mail merge features have made it a popular tool used by employees from LinkedIn, Uber, Google, and Twitter. GMass is also perfect for individuals and groups like clubs, schools, churches , and other institutions to send emails to a target audience. With GMass, you can easily create a mail merge with a data file stored as an Excel spreadsheet or a Google Sheet. Why would you want to do this? Because Google Sheets is far more powerful than Microsoft Excel for mail merging.
Its automatic cloud-sync feature auto-saves your work with each edit made in the spreadsheet. Additionally, Google Sheets is completely free and can be used by anyone with a Google Gmail or Google Workspace account. Step C In the window that appears, click on the Upload tab to import your Excel sheet.
Step D You can now choose the file you want to import from your computer. To select the file, click on the Select a file from your device button. Step E Choose the Excel file you want to import from your computer and click on the Open button. Step F Your file will be automatically imported as a new Google spreadsheet, which becomes your mail merge recipient list and data file. Your Google Sheet must be well-formatted before you use it with GMass.
GMass will auto-detect all column names during the mail merge process. It will automatically use the column labels in your Google Sheet as the placeholders in your email template.
After logging in, you can see three new GMass buttons next to your Gmail search box. It only makes the buttons appear in your Gmail account. You have to link it to your Gmail account as above to activate it.
Step C You can now use the drop-down menu to choose the Google sheet you want to use for the mail merge. Note: If you have only one sheet Sheet1 in your Google spreadsheet , that sheet gets chosen by default. However, if your spreadsheet has multiple sheets, you can select the sheet you want from the drop-down list.
It will also automatically insert their email addresses in the To field of a new email. Note: GMass replaces the list of individual email addresses with a single alias address. However, you can choose to display the email addresses individually. To use these personalization settings, click on the settings arrow near the GMass button.
Click on the Personalize drop-down list button to see all the column names present in your Google sheet. To personalize your email, select the column labels from the drop-down list. You can add these placeholders anywhere in your email message and subject line. Step F After composing your email, click on the GMass button to send it to all your recipients.
Read more about how to send a mass email with personalized attachments. The Mail Merge Toolkit for Word is a third-party add-in that lets you do more personalization than the standard Word mail merge alone for example, including attachments. You can download a free trial and view an online toolkit tutorial to get started. Once you have the program, go to the Start Mail Merge selection under the Mailings tab and follow the prompts.
If you want to send a mail merge from a shared mailbox such as from an email address named for a department, company, or event instead of a person , you can arrange it in Outlook. Choose Label as your template document type, and under Label Options , select a label manufacturer and style number for example, Avery , etc. When your message is ready, click Select Recipients to link to the Excel spreadsheet with your data.
For more info, read my article on performing a mail merge in Outlook. Extended mail merge is a mail merge tool for all other Salesforce users. Although the tools are different, the results are the same — personalized emails to recipients listed in Salesforce.
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