Featured image: Mail Merge Outlook- A Beginner’s Guide to Personalizing Emails

Mail Merge Outlook: How to Personalize and Send Group Emails in Outlook

If you are using Outlook, you probably have wondered how to send personalized emails quickly. Using BCC is very limited and and not personalized, it is a terrible idea. But you can start using the power of Outlook mail merge. Mail merge is a function in Outlook to send custom emails to a goup in one go. It saves a lot of time, compared to doing it manually and you can personalize them.

In this article, we’ll walk you through the steps to do a mail merge in Outlook.

What is Mail Merge?

Mail merge is a way to send personalized e-mail messages or letters to many people at once. You create a template with placeholders for the personalized information and then use a data source (like Microsoft Excel spreadsheet) to fill in the placeholders for each recipient.

Advantages of Personalizing Emails

Personalizing your emails has many advantages. It can make your recipients feel more valued and connected to you or your organization. Personalized emails are also more likely to be opened and read, and can result in higher engagement and response rates. By using mail merge to personalize your emails, you can save time and effort while still achieving the benefits of personalization.

Sure! Here’s an article on how to perform a mail merge in Outlook:

How to Perform a Mail Merge in Outlook

Mail merge is a powerful tool that allows you to send personalized emails to multiple recipients at once. By combining a Word document with a data file, you can create custom messages for each recipient. The following steps will show you how to use the mail merge tool, along with the steps to perform a mail merge in Outlook.

Sure! Here are the steps to perform a mail merge in Outlook:

1. Compile Your Recipient Data in Excel

2. Create an Email Template in Microsoft Word

3. Link Your Excel Contact List to Your Email Template

4. Preview the Results of Your Outlook Mail Merge

5. Finish the Mail Merge and Prepare to Send

6. Send the Mail Merge from Outlook

Step 1: Compile Your Recipient Data in Excel

The first step in performing a mail merge is to compile your recipient data and Outlook contacts in Excel. This data will include information such as names, email addresses, and any other information you want to personalize in your email.

1. Open a new Excel workbook.

excel create new doc

2. Create columns for each piece of data you want to include (e.g., First Name, Last Name, Email Address).

3. Enter the data for each recipient into the appropriate columns.

ms excel create contacts

4. Save the Excel file.

Step 2: Create an Email Template in Microsoft Word

Next, you’ll need to create an email template in Microsoft Word. This template will contain the body of your email and placeholders for your personalized mail merge messages.

1. Open a new Word document.

blank doc ms word

2. Type the body of your email message.

3. Use placeholders (e.g., <<First Name>>) where you want to insert personalized information.

ms word email message for merge contacts

4. Save the Word document.

Step 3: Link Your Excel Contact List to Your Email Template

Now that you have your recipient data and email template ready, it’s time to link them together.

1. Open the Word document containing your email template.

2. Click on the “Mailings” tab.

ms word mailings tab

3. Click on “Select Recipients” and choose “Use an Existing List.”

ms word select mail merge recipients

4. Browse to the location of your Excel file and select it.

import excel sheet for mail merge contacts

5. Replace your placeholders with contact information by clicking on ‘Insert Merge Field’. To merge fields, highlight your placeholder in the email message, then click on ‘Insert Merge Field’ and select the correct field.

ms word replace placeholders for mail merge

Step 4: Preview the Results of Your Outlook Mail Merge

Before sending your emails, it’s a good idea to preview the results of your mail merge to make sure everything looks correct.

1. Click on “Preview Results” in the “Mailings” tab.

ms word preview results

2. Use the arrows to scroll through each recipient and check that their information is inserted correctly.

ms word preview contacts

Step 5: Finish the Mail Merge and Prepare to Send

Once you’re satisfied with the preview and your mail merge fields, it’s time to finish the mail merge and prepare to send your emails.

1. Click on “Finish & Merge” in the “Mailings” tab.

ms word finish and merge

2. Choose “Send Email Messages.”

3. Select the field containing your recipients’ email addresses from the “To” dropdown menu.

4. Enter a message subject line for your email and click “OK.”

Step 6: Send the Mail Merge from Outlook

Your emails are now ready to be sent! They will be sent from Outlook using the account you have set up in the program.

And that’s it! You’ve successfully performed a mail merge in Outlook.

Alternative Method: Use Mail Merge Wizard

The Mail Merge Wizard is a feature in Microsoft Word that makes it easy to create personalized messages using data from another source. Here’s how to use it:

  1. Open Microsoft Word and go to the “Mailings” tab.
  2. Click on the “Start Mail Merge” command and choose “Step-by-Step Mail Merge Wizard” from the drop-down menu.
  3. A pane or dialog box will open, guiding you through the six main steps to complete a merge.
  4. Follow the prompts to link your data to an existing Word document or start with a new one.
  5. Complete each step of the wizard, customizing your message and data as needed.
  6. When you’re finished, click on “Complete the Merge” to generate your personalized messages.

Limitations of Outlook Mail Merge

While Outlook’s mail merge feature is a powerful feature, it comes with a lot of limitations. Here is a list.

  1. Limited customization: Outlook’s mail merge feature offers basic personalization options, such as including the recipient’s name or other contact details. However, it lacks advanced customization features like dynamic content based on recipient preferences or behavior.
  2. Attachments: Outlook does not support adding attachments directly within the mail merge process. To include attachments, users must either send them separately or utilize third-party add-ins or workarounds.
  3. Complexity: The mail merge process in Outlook can be somewhat complex and time-consuming, especially for first-time users. It requires familiarity with both Outlook and Microsoft Word, as well as careful preparation of the contact list and email template.
  4. Limited tracking and analytics: Outlook’s mail merge feature does not provide built-in tracking and analytics capabilities, making it difficult to measure the success of your email campaigns. Users may need to rely on additional tools or manual methods to track metrics like open rates, click-through rates, and conversions.
  5. No scheduling options: Outlook does not offer a scheduling feature for mail merges, meaning that all emails will be sent immediately upon completion of the merge process. This could be an issue for users who want to send their emails at a specific time or in batches
  6. Spam filters: Sending a large number of emails through Outlook’s mail merge may trigger spam filters, causing some messages to be blocked or sent to recipients’ spam folders. Monitoring delivery rates and following best practices for avoiding spam filters when using mail merge is essential.

While Outlook’s mail merge feature is a useful tool for sending personalized mass emails, it does come with certain limitations.

Mail merge alternatives to Outlook

There are several alternative solutions to using Outlook’s mail merge feature for sending personalized mass emails. The best email marketing services include:

  1. MailerLite: A cost-effective email marketing solution with an easy-to-use interface and robust features, including drag-and-drop email builders, personalization, and campaign analytics.
  2. Brevo: An email marketing service that provides tools for creating, sending, and tracking personalized email campaigns. It also includes marketing automation features and integration with CRM systems.
  3. GetResponse: An email marketing platform that includes email marketing, landing pages, and marketing automation. GetResponse offers customizable email templates, advanced personalization, and detailed analytics for tracking campaign performance.
  4. Mailchimp: A widely-used email marketing platform that offers advanced personalization, customizable templates, scheduling options, and in-depth analytics to track the performance of your campaigns.
  5. Constant Contact: Another popular email marketing tool that allows users to design, send, and track personalized emails with ease. It offers a wide range of pre-built templates, list management features, and detailed analytics.
  6. Benchmark Email: A user-friendly email marketing service that provides custom templates, personalization options, and real-time reports on campaign performance. It also offers marketing automation features and list management tools.
  7. Microsoft Word Mail Merge with Gmail: If you prefer using Microsoft Word for creating mail merges but want an alternative to Outlook for sending, you can use Word’s mail merge feature in combination with Gmail. This method requires exporting the merged documents as individual PDF files and then sending them through Gmail, either manually or using third-party tools like GMass.

Mail merge Outlook conclusion

In conclusion, while the Outlook mail merge feature offers a convenient way to send personalized mass emails, it has certain limitations that users should consider. Exploring alternative solutions can provide more advanced personalization, tracking, and scheduling capabilities to improve the effectiveness of your email campaigns. Ultimately, selecting the right tool for your needs depends on factors like ease of use, desired features, and budget. Look carefully at your email marketing options. Think about what each one can do and how it works. That way you can get the best results for your emails.


To do a mail merge in Outlook from Excel, you need to follow these steps:

  1. Compile your recipient data in an Excel spreadsheet
  2. Create an email template in Microsoft Word
  3. Link your Excel contact list to your email template
  4. Preview the results of your Outlook mail merge
  5. Finish the mail merge and prepare to send
  6. Send the mail merge from Outlook.

When you send a bulk email using the mail merge, it will only show one sent message in your sent folder. If you open that particular email from your sent folder, you will see those email addresses in the “To” field.

There are two ways to add multiple emails to a mail merge in Outlook:

  • Use the dynamic CC and BCC option and include the other recipients in the same message but in the CC/BCC fields.
  • Add multiple email addresses in the Email Address column of your data source, separated by commas.

Rukham Khan

Rukham Khan, is marketing writer and specialist. He writes about email, content, and lead generation tactics in an effort to help and inform entrepreneurs and small businesses. In his free time, you can find him playing squash or managing his personal blog on Medium.