MAIL MERGE - Send Multiple Personalized Emails


Mail Merge - Send Multiple Personalized Emails 

To use mail merge;

Open a new word document. Start the Mail Merge Wizard

Select the tab Mailings-> click the Start Mail Merge button-> Select Email Messages


 Click the button Select Recipients choose “Use an existing list”.

(You should have created and saved an Excel Template with all recipient email addresses and required fields; see below sample)

Browse through to select the location of the excel document containing the recipients’ details. Click Open


 Select the Table Work Sheet with recipients contact information. Click Ok. The work sheet name depends on your excel sheet. By default it should be sheet1,2…

When you reach Step 4, it is a good time to match the fields from your source to Mail Merge fields to be able to use the predefined blocks such as “Greeting Line”.

 For instance, when you have an Excel sheet that contains the columns Name, Email Address, Usernames and Passwords, you’d want to match the Name field to the “Last Name” merge field.

 Match the fields;

 Press the Match Fields button.

You’ll now get a dialog with standard Merge Fields in Word which can be used in standardized templates.

Match up other fields if you need and press OK to close the dialog.

 You can now continue with the mail merge as indicated in the process above.

 You can also preview results before sending the multiple emails. Click Preview Results as shown below. This gives you an overview of how every email would look like.

Once done, click on Finish & Merge and then click Send Email Messages.

When you get to the dialog to send the messages, you must set the “To:” field to the column that contains the list of email addresses to send to.

Type in the Subject and Click Ok to Send Emails

For assistance with this, do not hesitate to contact the respective helpdesk. 

 ILRI Kenya: ilrikehelpdesk(a) or ext 3253

 ICRAF:  icrafhelpdesk(a) or ext 4207

 ILRI Addis: ilri-eth-ict-helpdesk(a) or ext 2180