Mail Merge is used to send a large number of personalized documents automatically via a contact list created in Microsoft Excel and then utilized in Microsoft Word. For Sending Documents via a Shared Mailbox, Please review the Mail Merge from a Shared Mailbox section first.
1. Create a new Microsoft Excel Spreadsheet.
2. Create your headers using the First Row in your Excel Spreadsheet.
A good starting point is including basic information such as First Name, Last name, and Email of the users you will being sending your document to.
3. Fill out each header column with information.
4. Save this Excel Spreadsheet to your computer and then close the file.
Name and place this file in a location you will remember because we will being using this data in Microsoft Word for the next steps.
This is where you will write your Email/Letter that you would like to send in mass. An example will be shown in these instructions.
1. Create a new Microsoft Word Document.
2. Begin to write the Email/Letter that you plan to send in mass.
While writing this Document, it can be helpful to put the words you are going to mail merge in Brackets []. That way you will have an easier time identifying the information you will insert.
3. Switch from the Home tab to the Mailings.
4. Click on Select Recipients and Use an Existing List...
6. Your File Browser will open and allow you to select the Contact List you created in Excel.
Make sure you have "First row of data contains column headers" checked when at this step. This checkbox excludes your headers from the information that the Mail Merge will choose from.
7. You can view your currently selected Contact List via the Edit Recipient List button.
By unchecking one of the Check Boxes you can exclude certain information from the Mail Merge. This allows you to use the same Contact List and customize what information is used.
8. Using the Write and Insert Fields you can insert information from your Contact List.
9. The Greeting Line option allows you to set up a greeting for each person on your Contact List without the need to write each person's name. You can Highlight the spot in your Email/Letter that you want to insert a greeting and your <<Greeting Line>> will appear.
10. For customizing other fields such as Company, Phone Number, City, or Email Address you can choose the Insert Merge Field option.
11. To preview what the Email/Letter looks like for each person you can use the Preview Results options.
Preview Results Off
Preview Results On
You can preview each of the Recipients by using the Arrows next to the Preview Results button.
Recipient #1 Buzzy Hornet
Recipient #3 John Doe
12. When finished writing your Email/Letter, press the Finish & Merge button and then press Send Email Messages.
13. A box will open asking you to fill out the To and Subject Line fields. The mail Format field you can keep as default.
14. Once you hit OK your Document will be sent to the Email Addresses entered in your Contact List.
1. Using the Type Here to Search box in the bottom left, type Control Panel.
2. Using the top right Search Control Panel box, type Mail and click on Mail (Microsoft Outlook) (32-bit).
A) Some devices may show Mail (Microsoft Outlook) > left click on Mail.
B) A new pop-up window [Mail Setup - Outlook] should open > choose Email Accounts...
C) A new pop-up window [Account Settings] should open > choose New...
The [Add Account] pop-up window should open > You may now skip below to step 4. to continue with the instructions listed.
3. Click Add... and type in the name of the Shared Mailbox you will being sending from and hit OK
4. At the Auto Account Setup Screen choose Manual Setup or Additional Server Types and hit Next
5. Enter the full email address of the shared mailbox you will be sending from. Please note this needs to be exact spelling.
6. Wait a few seconds to complete set up and then hit Finish.
7. Select the Shared Mailbox that you added, click Prompt For A Profile To Be Used, and hit Apply
8. Open Microsoft Outlook, choose your Shared Mailbox, and hit OK.
9. The setup for sending your Document from a Shared Mailbox is now complete.
After completing the setup for using Mail Merge from a Shared Mailbox you can now review the Creating your Contact List in Excel & Using your Contact List in Word sections.
Once you have finished sending your Document via Mail Merge you can choose to turn off the Shared Mailbox Profile that you added. Currently, if you close Outlook and open the application again it will ask you to choose which profile you want to use. If do not want to be prompted each time you open Outlook then please follow steps 1 through 3 to get back to your Mail Profiles, highlight the Shared Mailbox, and click Remove.
For Reference: Microsoft Support How to Mail Merge
For any additional assistance or questions please Contact Academic Computing Technologies (ACT) Help Desk