Creating a Mail Merge (macOS)

Issue/Question

How do I use the Mail Merge function in Word to automate messages in Outlook?

Environment

  • macOS

Resolution

You will need a data source, e.g. an Excel spreadsheet, containing the variables that will change between each message, e.g. recipient names and email addresses. The top row of the spreadsheet will need to be named columns so Word can identify what to use.
The data source must be stored locally, e.g. not in OneDrive, for Word to access the information stored in it.
  1. Click the Mailings tab.
  2. Click Start Mail Merge.
  3. Select Email Messages.
  4. Click Select Recipients.
  5. Select Use an Existing List... .
  6. Browse to and select the locally stored data source. Click Open.
  7. Compose your message/letter as normal.
  8. When you are ready to use a variable (e.g. name), click Insert Merge Field.
  9. Select the appropriate column name.
  10. The column name will appear in brackets (e.g. <<First_Name>>).
  11. Click Preview Results.
  12. In the pop-out, toggle Preview Results and click (Next Record) to verify the fields populate with the desired information.
  13. Outlook does not include signatures in mail merge messages. If you normally have a signature in your outgoing emails, add it to your document.
  14. When the message is complete and ready to send, open Outlook.
    Note: This is optional, but recommended to ensure the messages look as desired before actually sending them.
    1. Click Outlook in the Apple menu bar.
    2. Select Work Offline.
  15. Return to Word.
  16. Click Finish & Merge.
  17. Select Merge to E-Mail.
    Note: If Merge to E-Mail is unavailable, see this article to set Outlook as your default E-Mail app.
  18. The To field must be generated from a column in the data source.
  19. Compose your Subject.
  20. Select your preferred method for Send As:
    • Text: your messages will deliver as plain text, meaning formatting styles such as bold and italics are removed.
    • Attachment: your messages will deliver as a Word document attached to the email. Only the Subject will display in the message itself.
    • HTML Message: your messages will deliver as a regular email message, honoring any formatting styles set in Word.
  21. Click Mail Merge To Outbox.
  22. If you changed Outlook to Work Offline earlier, return to Outlook.
    1. Select your Outbox.
    2. Verify the messages look as desired.
      • If not, delete them and return to Word to modify the message as needed.
      • If they do, click Outlook and select Work Offline to reconnect to the server and send your messages.

Details

Article ID: 3583
Created
Thu 5/21/20 9:33 AM
Modified
Thu 5/21/20 4:18 PM

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