Using MS Word 2003's Mail/Merge to Send Mass E-mails
Mail/Merge is a powerful Microsoft Word 2003 feature that allows you to combine information in one Word document with information in another document, producing a third document(s). Mail/merge is particularly useful if you are sending a form letter or mass e-mail to a group of people or if you need to create mailing labels. This document describes using mail/merge to send an e-mail to a list of e-mail addresses.
The first step is to create the list of e-mail addresses. This document assumes it's in the form of an Excel spreadsheet having one column with the heading "email".
The next step is to open your e-mail program, e.g., MS Outlook.
The last step is to create the body of the e-mail, then send the e-mails while still in MS Word.
- Open MS Word and create the body of the e-mail, e.g.:
Please come to the Alumni Association's Meet & Greet next Monday.
- On the Tools menu, point to Letters and Mailings, then Mail Merge…
- In step one of the Mail Merge Wizard, select E-mail messages as the document type. Click Next.
- Select Use the current document. Click Next.
- Click Use an Existing List, and browse for the spreadsheet. Click the file and click Open.
- In the Select Table window, select the desired spreadsheet, and click OK. Click Select All and then OK. Click Next.
- Click Next, then click Next again.
- Click Electronic Mail… and see this dialog box:
- When you click OK, the sending of the e-mails begins.
Be sure to include a meaningful phrase in the Subject line.
- While you test the mass e-mailing feature, use your own e-mail address to avoid having to send out follow-up apologies!
- If you are sending to a large number of recipients, consider turning off your mail program's "save sent messages" feature (on Outlook's Tools> Options... menu).