Personalize emails for mass mailing

Note: The Subject discussed below explains Mail Merge. If your familiar with this concept you can skip to another article!

Many of us want to send mails giving them a personal touch like "Dear Analisa", "Dear Vivek" etc. and anyone would like to receive mails personally marked to them with their name.

Now imagine you would want to send a mail to 500 people or more personally. Instances like sending Press Releases, Brochures, EDM's and what's more even family occasions like weddings. All these, would require special attention of the reader.

Thus, I have provided a 15 Step Method showcasing, how you can send a 100 personalized emails in 1 minute.


Here is Step #0:

You will need MS Office installed along with MS Outlook.

You will need to have all names and email id in an excel sheet as the below example


Step #2: Type your content that needs to be sent in MS Word 2007


Step #3: Select the 'Mailings' Tab on centre - top part of the Word document


Step #4: Click on Start Mail merge and select Email Messages


Step #5: The screen changes to something like below

Step #6: Click on 'Select Recipients' next to 'Start Mail Merge' and select 'Use Existing List'

Step #7: Find and Select your Excel Document that you created in Step #0 and click OK. It will ask you which sheet in the excel document should you import. Mine was Sheet 4, so I select Sheet 4.

Step #8: Now Click 'Edit Recipient List' and ensure that your contacts are visible with Name and Email id's. Un check those who you do not want this mail to be sent to.


Step #9: Now we need to create the greeting line. So select 'Greeting Line'


Step #10: Select the format of the greeting line


Step #11: Click on Match fields in the same window, if you click ok by mistake already. get this window back by double clicking on the Greeting Line in the Contents of the Mail.

Once you open up match fields, select first name as 'Name' and rest all fields needs to be changed to not matched.


Step #12: Click ok and then click on preview results tab on the top right part of the document. Your greeting line should now introduce with the contact name.

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Step #13: Now Select 'Finish and Merge' on the top right corner! and then select 'Send Email Messages'


Step #14: Set 'To' to 'Email', Enter the Subject of the Email, and keep remaining to html. and click Ok. When you click Ok you the system automatically saves your file in Outbox of your Outlook and starts Sending mails on its own.


There you go! Enjoy seeing your mails go like the bullets from a machine gun! Its fun!