How to Merge Email
- 1). Open a blank Microsoft Word document. From the Tools menu select "Letters and Mailings" and then "Mail Merge." Under "Document type" click "Email messages."
- 2). Click "Next: Starting Document" and under "Select starting document" click "Use the current document." Next, set up the recipients of the email merge by clicking "Next: Select Recipients." Under "Select Recipients" click "Use an existing list."
- 3). To retrieve an existing recipient list, look under "Use an existing list" and click "Browse." The "Select Data Source" will appear. Go to the "Look in" pull-down list and click the file you want to use for your list, then click "Open." From the box that opens select which recipients you want to include in your mail merge, and then click "OK."
- 4). Click "Next: Write your email message." Type out the message that you wish to appear in the email to all the recipients. After you have completed the message, click "Next: Preview your email messages." A preview of your message to the first recipient will come up on the screen.
- 5). Inspect the message to make sure there are no errors, and double-check the recipient list to ensure it is correct. If there is a recipient you wish to remove, click "Make changes" and click "Exclude this recipient."
- 6). Click "Next: Complete the merge." Under "Merge," click "Electronic Mail." The "Merge to Email" box should come up on the screen. Under "To," select the corresponding field that contains the email addresses. In the "Subject line" text box, enter a title for the subject of the email.
- 7). Select the format you want for your message by going to the "Mail format" pull-down list. Selecting "HTML" will keep you from being alerted on every record regarding an Outlook security measure. Under "Send records," click whether you want to include "All" or "Current" records. Finally, click "OK" and the message will be sent to the desired recipients.