Wednesday, April 18, 2012

E-mail Merge using Microsoft Word

People have been asking for this in Lotus Notes for so long. Now that UNL is converting to Outlook for our e-mail, I can finally show everyone how incredibly easy this is. This video includes both 2010 for Windows and 2011 for Mac. 

For this example, I'll be using Word for my message, Excel for my data source and Outlook to send the email.

In Microsoft Word, you can use an existing letter or type a new one from scratch. I already have a letter I'd like to repurpose for this message.
  1. In Windows, click the Mailings tab.On the Mac, go to the Tools menu and select Mail Merge Manager.
  2. In Windows, click Start Mail Merge and select E-mail Message.On the Mac in the Mail Merge Manager, click Create New and select Form Letters.
  3. Click on Select Recipients and select Use Existing List.On the Mac in the Mail Merge Manager, select Get List and Open Data Source...
  4. Navigate to find your list. When using Excel, you'll be asked to select which worksheet to use.
  5. In Windows, select the fields to replace and click the words Insert Merge Field and select the name of the field to insert.On the Mac, from the Mail Merge Manager, simply drag and drop the field to its proper location.
  6. Click to Preview Results (View Merged Data on the Mac) and double check everything is okay.
  7. Use the record selector to double-check to be sure everything is in the proper location.
  8. When satisfied, go to Finish & Merge and Send E-mail Messages.On the Mac, select Generate e-mail messages in the Mail Merge Manager.
  9. Select the field which contains the e-mail address.Type the Subject line you'd like to appear on the e-mail message, and then click OK (Mail Merge to Outlook on the Mac).

Back in Outlook, in the Sent Items folder, you'll find all the e-mails that have been sent.


  1. In my Word2011 the button Generate e-mail messages in the Mail Merge Manager is not activated and I can't click, why?

    1. Do you use Outlook? If Outlook is not set as your default e-mail client, you will not be able to generate the e-mail merge.

  2. How do you set it as your default client? I went into the then clicked preferences and set outlook as my default email reader. However, the email button is still not activated.

  3. we are using outlook mail merge add-in from mapilabs:

  4. Is there a way to insert a mail merge field into the subject line of an email so that the subject line is specific to the recipient? We are trying to send out a document update notice where each of the recipients is responsible for a different document (about 600 documents), having the subject line reference the document title would be very helpful when it comes to keeping the responses organized.

  5. There is not a way to do this without an add-on. Check out MAPILab's Outlook add-on at There is a reasonable cost for the item, but may be worth it for you.

  6. Hello dear ,


    I am using Microsoft word 2007 and outlook 2007, when i tried to do mail merge on my word 2007 , it is showing option to send it manually 1 to 10 minutes , then i have click it again and again to send every single email , and it is taking a lot of time.
    For your information , i have already tried chaning the format from word to html, and also tried changing in outlook 2007 in trust centre (programmatic access )from Warn me TO Never warn me .
    when tried to send in plain text or attachement it is again showing the same option before me to do manual sending ( 1 to 10 minutes ) click it again and again to on ALLOW button.

    kindly email me the solution at my email : singh dot charanjeet at the rate rocketmail dot com if you have the answer with you !!!

    I will be gratefull to you ..

    Thanking you

  7. Microsoft Outlook has made a couple real discharges yet is utilizing the same rendering email motor. In Microsoft Outlook 2016, the email rendering is truly fundamentally the same as however with Outlook 2016, Microsoft conveyed advancement to a more elevated amount.