Creating a Mail Merge in Microsoft Word (Windows 11)

Issue/Question

How do I use the Mail Merge function in Microsoft Word to send email messages through Outlook on Windows 11?

Environment

• Microsoft Outlook configured as the default email client (cannot use New Outlook)
• Microsoft Word (any version supporting Mail Merge)
• Windows 11 operating system

Resolution

1. Prepare data source:
   • Create Excel spreadsheet with columns named for each variable (e.g., First_Name, Last_Name, Email_Address).
   • Enter recipient information in rows below headers.
   • Save spreadsheet locally (not on cloud storage like OneDrive).
2. Open Microsoft Word.
3. Click Mailings tab.
4. Click Start Mail Merge. 
5. Select Email Messages.
6. Click Select Recipients. 
7. Select Use an Existing List...
8. Browse to and select your saved Excel data source and click Open.
9. Compose your email message in the Word document.
10. Insert merge fields variables where needed:
    • Click Insert Merge Field.
    • Select appropriate column name from your data source.
11. Click Preview Results to verify fields display correct recipient data.
12. Make any necessary edits to message or merge fields.
13. Click Finish & Merge.
14. Select Send E-Mail Messages...
15. In dialog box:
    • Set To: to column containing email addresses from your data source.
    • Type a Subject line for your emails.
    • Choose mail format (HTML is recommended to preserve formatting).
16. Click OK to start sending emails via Outlook (Word will quickly show fields filled in and then the generic variable name when finished).
17. You can verify emails were sent by checking Outlook Outbox or Sent Items folders.