Auto filled Emails

Hello Anna,



Wendy, who started answering your question, is away for a while, hence the reason I'm responding. I am sorry that you had to wait.



I will address both sides of your question.



Quick Parts in Outlook (under Building Blocks):



After you have typed a message you wish to reuse in Outlook, simply select the message, then go to the Insert tab and click the Quick Parts button.



Select 'Save Selection to Quick Parts Gallery' and click OK.



In future, in a new message, just go to Insert - Quick Parts, and your saved message will be visible in the drop-down. When you click on it, it will be inserted into your message pane.



Mail Merge (Word, Excel, and Outlook):



You need to have a table of contacts, e.g. in Excel. The table should have separate columns for first name, last name, and email address. Each column needs to have a header in the first row.



In Word, go to Mailings and click the 'Start Mail Merge' button. In the drop-down, select 'Step-By-Step Mail Merge Wizard'. A pane opens on the right and is quite easy to follow.



You need to select E-mail messages. Down below, click Next: Starting Document. Here, you can also use Quick Parts. In Word, you create them the same way as in Outlook.



Once you've inserted the message, go to the next step (Select recipients). Here, click 'Use an existing list' then 'Browse'. Navigate to where you saved your Excel contacts list and double-click it. This action links Word and Excel for the merge.



Provided the table is on the first sheet in Excel, click OK to close both boxes. Go to the next step.



Click above the first line of message and select Greeting Line. Choose how this should appear. This step personalises each email. In the message, for now, it will simply say 'GreetingLine'.



You could also have a column in Excel that contains the message in all the rows. In Word, you can then insert the message from Excel by selecting 'More items' and choosing the correct column header.



Go to the next step. Using the left and right buttons, check that you're happy with all the greeting lines.



Click 'Next, complete the merge' then click 'Electronic Mail'. In the 'To' box, select 'Email Address' (or whatever your Excel column header for the email address column is). In 'Subject line', type the subject of the email.



Before you click OK, make sure you're happy with everything, because clicking OK will send the emails out. If you don't want the emails to be sent immediately, you can first turn on 'Work offline' in Outlook. When you click OK in Word, the messages will sit in your Outbox, where you can check them before sending.



When you turn off 'Work offline', Outlook will send the messages.



I hope this answers your question.

Kind regards

Jens Bonde
Microsoft Office Specialist Trainer

Tel: 0207 987 3777
STL - https://www.stl-training.co.uk
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