Ever want to send unique emails out to a list of people? If so, you will need 3 things.
- Excel file with email list
To start open up Word. Click the Mailings tab then choose Select Recipients–>Use an Existing List.
Navigate to select the Excel file. The spreadsheet should have a column of emails. For example: Column A is First Name, Column B is Last Name, Column C is Email, etc.
Compose your letter by starting off with the greeting line. From the mailings tab click Greeting Line. You can also include any other data field (column) as you want by clicking the Insert Merge Field button. This is awesome when you would like to place any data you have of that contact based on the row in Excel. For example if you kept track of financial donations and wanted to write a thank you sentence to each person you could. It would look like this.
“Our records indicate that your 2012 fiscal year total tax deductible donations is <<donation>>.” Each email would be different based on the record source within Excel.
After writing the email make sure you include your signature. Even if you have automatic signatures setup in Outlook you still have to type the letter exactly how the reader will receive it.
Finish the up the task by clicking the Mailings tab–>Finish & Merge–>Send Email Messages.
Write a subject that line and click ok.
And watch your screen flicker and flash as it goes to work sending out individual emails to your contact list. Read about another tip I posted on using some special rules in a Mail Merge to be flexible with your letters based on the data you have.