Outlook Mail Merge

Dear Polly

Before you do the mail merge ensure that the following is set:

The excel spreadsheet holding the data must have the column headings in row 1 and you should have a column holding the first name And another holding the E-mail address.

Outlook should be set so that it uses Word as the E-mail editor. To do this:

1. Select Tools and click Options
2. Click the Mail Format tab
3. Tick Use Microsoft Office Word 2003 to edit e-mail messages

So now to merge the data in the Excel spreadsheet to the e-mails do the following:

1. Open a new blank e-mail or template
2. In the body of the message you need to write something (eg Dear). This the sets up the merge options.
3. In the Tools menu select Letters and Mailings and the Mail Merge. The mail merge bar appears on the right.
4. Select E-Mail messages and click Next
5. Select Use the current document and click Next
6. Select Use an existing list and click Browse.
7. The Select Data Source dialog box appears. Find and select the relevant Excel workbook. Select which sheet the table is on.
8. The mail merge recipient list appears. Make sure you select all the needed recipients. Click OK.
9. Click Next
10. In Step 4 Select More items
11. The Insert Merge Field dialog box appears. Select the first name field to go next to Dear. Click Cancel to close the dialog box
12. Finish the letter using any other merge fields if required. Click Next
13. Preview the e-mails. Click Next
14. Click Electronic Mail. The Merge To E-mail dialog box appears.
15. In the To box enter the e-mail field (if not already there). Enter the Subject and select All
16. Click OK

The system will immediately send all the merged e-mails to the relevant recipients. The names won