A 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 TWO – Watch 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
- The last 3 seconds of the video show that the first one (which was sent back to ourselves) has already been received.
STEP FOUR – This is another video you may find useful (although it IS a long one – 9min 35secs)