The next step is to create the form letter or mail merge template — your main document in MS Word. You can create a different mail merge template for every bulk email campaign, and you can save the templates for future use. A favorite time-saving technique of mass email managers is to choose an old email template that worked well, update the content where necessary, and give the mail merge template a new name. As a result, when you create your mail merge document, try writing it in a way that will let you adapt and reuse it in future bulk mailings.
A drop-down menu displaying every different mail merge document type will appear. You can select the document type for letters, emails, envelopes, mailing labels, or a directory. Or you could choose a starter template or another existing document as your mail merge template. Now you can select the list of mail merge recipients from your Excel file who will receive your letter. A drop-down menu appears, showing different mail merge list sources.
As your contact information is already available as an Excel file, click on Use an Existing List. Step B In the dialog box that pops up, select the Excel sheet you created earlier and click Open. Step C A Select Table window appears. Choose the Excel worksheet you want to merge with the Word template and click OK. Anyone you remove from your recipient list in this step will be removed from any mail merge project that uses this data file in the future.
The next step is to add personalized content like contact names and addresses to your form letter template Word mail merge document.
Note: You can add a personalization variable at an insertion point of your choice in the Word document. For example, to add a greeting line before the body of your letter , simply place the text cursor at the point you want to add it.
In the window that appears, choose an address block format of your choice and click OK. In the dialog box that pops up, select the format you want to use and click OK.
You can see a drop-down list of some mail merge labels. 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. Have you ever wished that you could do an email Mail Merge with PDF attachments as the merged results? There are a variety of reasons you may want to do this. Maybe you would like to send individual PDF letters to students via email attachment, or perhaps you want to have a partially completed PDF form that is personalized for each person you are emailing.
The possibilities are endless! You can see a drop-down list of some mail merge labels. Make a selection and click Next. EmailMerge can use data from many sources including from inside Outlook and Excel. When you work Offline in Outlook, it allows you the opportunity toreview your email merge before going back online and sending them. Select a location to save the merged PDF files. This creates separate PDFs for each of the merge results, for your records.
You will see a list of emails. Double click on any of them and take a look at the email that is set to send. You will see your message, subject line, and a PDF attachment. The individual PDFs are also living wherever you chose to store them on the previous section, step 3. Mahesh has been obsessed with technology since he got his first gadget a decade or so ago. Over the last few years, he's written a number of tech articles on various online publications including but not limited to MakeTechEasier and Android AppStorm.
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