Select Recipients Browse

Creating Customized E-mail with Outlook Mail Merge
John Elfrank-Dana, Fordham University
http://www.elfrank.org/fordham

Be sure you have your data source (Excel or Access file) created and accessible before starting.

1. Open Outlook and create a new e-mail message.

2. Click in the body of the e-mail message and click on TOOLS, Letters and Mailings, Mail Merge Wizard.
3. Choose E-mail messages. 4. From the menu bar select VIEW, TOOLBARS, MAIL MERGE. You will see the toolbar below appear.

Note the the Field Chooser icon is the sixth from the left. You will use that to select what data fields you are inserting.

5. Select Recipients
6. Browse - to the Excel file
7. Click on the file name and choose OPEN.
8. Select the appropriate Sheet Name and chose OK.
9. Click SELECT ALL.

10. Type your letter and leave a blank space where you will insert the data from your spreadsheet.

11. Click on the menu bar at the top of Outlook, VIEW, TOOLBARS, MAIL MERGE. You will see this toolbar emerge.

12. Put your cursor where you want to insert the first name.
Click on the Field Chooser Button (circled) and select FIRST NAME. You will see the field marker appear. Do the rest for the scores in the body of your letter.

13. Click on PREVIEW LETTERS when finished typing your letter and adding your data fields.

14. Click on COMPLETE THE MERGE. You will see the e-mail in you outbox ready to send.

Date page last updated: 06/09/2005