How to create an email merge using WORD, EXCEL and OUTLOOK

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How to create an email merge using WORD, EXCEL and OUTLOOK

how to create an email mergeA lot of our work requires us to send many email reminders in one hit. I’ve just completed a series of workshops and found out that a lot of people aren’t clear about how to do this. So, this page explains how to create an email merge using WORD, EXCEL and OUTLOOK in case you haven’t done one before.

STEP ONE – Print out this page
STEP TWOWatch this 3min 31 second video
STEP THREE – Follow these steps

Create a data base in Excel. (Where row 1 contains all of the “variables” in your email)

  • Open a new Word document
  • Open Outlook and create a new email
  • Copy the signature, return to WORD and paste in the copied signature. (delete the new email, no longer needed)


  • Start Mail Merge
  • Email messages
  • Select Recipients
  • Use Existing List
  • Select the Excel File and choose the appropriate Sheet

Create your message

  • select INSERT MERGE FIELD whenever you want to insert a “variable” into the body of the email.
  • Format the finished email – fonts, spacing, etc
  • When happy with the format, select
  • PREVIEW RESULTS This allows you to check each email

When happy, Click FINISH AND MERGE

  • The “Merge to E-Mail” window appears.
  • Make sure that the “To” field has the email address variable in it
  • put in a suitable SUBJECT
  • OK
  • The last 3 seconds of the video show that the first one (which was sent back to ourselves) has already been received.

STEP FOURThis is another video you may find useful (although it IS a long one – 9min 35secs)

By | 2017-07-13T08:51:39+00:00 September 13th, 2016|Uncategorized|0 Comments

About the Author:

Have you ever wondered why a client does business with you and then ignores your invoice like they had no intention of paying it in the first place or they treat you like their own personal line of credit, leaving YOU dangling, waiting months for their payment? Unfortunately this situation is all too common and can even be puzzling for the most experienced business owner. If you’ve ever had to handle outstanding accounts or you are just so over non-payers, then we can help. Real-world skills, solutions, tips & strategies to get more accounts paid on time, and, most importantly, how to maintain customer goodwill while keeping YOUR cash flow in the positive. You will find the blog posts helpful but to get real results, contact us by using any of the forms on this site, by email or by phone. I’ve been involved in the management of accounts for over 30 years, heard every excuse in the book, can spot a non-payer at 20 paces. Finance Companies in the 70s (systematic, tough), professional firms in the 80s (no systems, too gentle) and, since then, just about every other sort of business you can think of. I’ve written books on the topic, spoken all over the place about it and the blog in this website is my way of “giving back”. I hope you find it helpful.

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