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Did you ever want to send emails to a group of contacts, but wanted them all to receive individually addressed emails, rather than being part of a distribution group or a huge list of addressees? Well, you can, by doing a Mail Merge in Outlook. Most people associate Mail Merge with Word. And while you can generate emails in a Mail Merge from Word, it’s just as easy from Outlook.
1. We begin by selecting all the contacts you want included in your mail merge. Best results are reached when you select contact items and not distribution groups. If you have contacts stored in folders you can select an entire folder out Outlook Contact items.
2. With that done, the next step differs depending upon the version of Outlook you are using. If you are using Outlook 2007 or Outlook 2003, after selecting your contact items, you’d click on the Tools drop down menu and select Mail Merge.
In Outlook 2010, look on the Home tab for the Actions group and choose the Mail Merge button.
From here on out it works the same no matter the version.
3. To keep this example simple, we’ll allow the default of Only selected contacts. Check that the document type is Form Letters and click OK. On the Merge to E-mail dialog box, enter your subject line and click OK.
One note of caution. Once you click OK, if you are connected to the internet, your emails will go straight to the Outbox and then out the door. You could disable scheduled send receive or simply disconnect from the internet and double check the outbound emails in the Outbox.
Using Outlook 2010? Tune in on Tuesday, October 11, 2011 for Keeping it all together in Outlook 2010. Click here to register.