Once you’ve installed, activated, and opened EmailMerge365, you’re ready to begin the mail merge process. EmailMerge365 allows you to create messages with personalized information in bulk, reaching recipients across Outlook contacts or Excel spreadsheets. Learn how to send a mail merge document below.

Step-by-Step Mail Merge Process

1. Open Outlook and compose a new email.

2. Start EmailMerge365.

Start EmailMerge365 on New Outlook/OWA

To launch the EmailMerge365 add-in:

  1. Click New Email to open a new email.
  2. Click the Apps icon on the Ribbon and then click EmailMerge 365 to open the EmailMerge app directly beside the new email.

To launch the EmailMerge365 add-in, click New Email > Send Personalized Emails and the application will launch automatically:

To launch the EmailMerge365 add-in, click New Email > Send Personalized Emails and the application will launch automatically:

3. On the welcome screen, click the “Start” button.

4.  In the Recipients tab, select a data source for your mail merge recipients.

a. Outlook contacts:

i. Outlook should be selected as the data source by default.
ii. Click the Load Contact Source button.
iii. Choose the folder where your existing list of contacts is saved.
iv. Click the Load Contacts button.
v. Select the contacts you want to include in the mail merge.

Note: If you don’t have any contacts in your account, create some test contacts before proceeding.

b. Excel spreadsheet contacts:

i. In the data source dropdown, select the Excel option.
ii. A file picker will open. Select the Excel data file with the contact list.
iii. Click the Load Contact Source button.
iv. Choose the folder where your contacts are saved.
v. Click the Load File button.
vi. Select the Excel spreadsheet with the contact list.
vii. For the email field, select the column with the email addresses.
viii. For the name field, select the column with the names.
ix. Click the Load Contacts button.
x. Select recipients you want to include in the mail merge.

c. Click the “Next” button.`

4. On the Email tab:

a. Leave the Use Current Email option checked unless you want to use an email template.
b. Modify the email body with your desired content.
c. Insert mail merge fields into your main document or subject line.
d. Once satisfied with your mail merge document, click Next.

5. On the Preview tab:

a. Review the list of recipients and the total number of recipients.
b. You can send a test email to yourself to preview the content of the mail merge document.
c. If everything looks good, click Next.

6. On the Send tab:

a. Modify the mail merge settings as desired:

i. Choose to send emails instantly or save to email drafts
ii. Set to send messages instantly or schedule for later
iii. Adjust email throttling settings

b. Optionally, save your mail merge settings for future use.
c. Click Send Merge or Save to Draft based on your preference.

7. A mail merge progress bar will appear, followed by the status of your merge.