Use mail merge to send bulk email messages (2024)

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Mail merge

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Use mail merge to send bulk email messages

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To be able to sendbulk email via mail merge, you must already have installed a MAPI-compatible email program such asOutlook or Gmail.

The following process assumes that you already have the message you intendto send created and open in Microsoft Word.

  • Go to Mailings > Start Mail Merge > E-mail Messages.

    Use mail merge to send bulk email messages (1)

The mailing list is your data source. For more information, see Data sources you can use for a mail merge.

Tips

  • If you don’t have a mailing list, you will be able to create one during mail merge.

  • If you areusing an Excel spreadsheet as your data source, format the ZIP/postal codes as text to avoid auto-deletion of any leading zeroes. For more information, see Format mail merge numbers, dates, and other values in Excel.

  • If you want to use your Outlook contacts as a list source, make sure Outlook is your default email program and is the same versionas Word.

Make sure your data source has a column for email addresses and that there is an email address for every intended recipient.

  1. Go to Mailings > Select Recipients.

  2. Choose a data source. For more information, see Data sources you can use for a mail merge.

  3. Choose File > Save.

To learn more about editing, sorting, or filtering your mailing list, see Mail merge: Edit recipients.

  1. Go to Mailings > Greeting Line.

  2. Choose a format.

  3. Choose OK to insert the merge field.

  4. Choose File > Save .

You can add other fields from your data source to your email message. For more information about this, see Insert mail merge fields.

Note:After inserting fields, you will need to format your email manually.

To learn how to fixany missing part of your addressesor other fields, see Mail merge: Match Fields.

To change the font, size, or spacing of the merged content, select the merge field name and make the needed changes.

  1. Choose Preview Results, and then choose Next Use mail merge to send bulk email messages (2) or Previous Use mail merge to send bulk email messages (3) to see the names and addresses in the body of your letter.

    Use mail merge to send bulk email messages (4)

  2. Choose Finish & Merge > Send E-mail Messages.

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  3. In the To box, choose the email address column or field from your mailing list.

    Note: Word sends an individual message to each email address. You cannot CC or BCCother recipients. You cannotadd attachments, but you can include links,

  4. In the Subject line box, type a subject line for the message.

  5. In the Mail format box, chooseHTML (the default setting) or choosePlain text to send the document as the body of the email message.

  6. Under Send records, select one of the following:

    • All records (default).

    • Current record only the record viewable on your screen is sent the message.

    • From and To send only a range of records.

  7. Choose OK to run mail merge.

Go to File > Save. When you save the main document, you also save its connection to the data source. To reuse, open the document and answer Yes when prompted to keep the connection to the data source.

See also

  • Use mail merge to create and send bulk mail, labels, and envelopes

  • Mail merge - A free, 10-minute, video training

To be able to sendbulk email via mail merge, you must already have installed a MAPI-compatible email program such asOutlook or Gmail.

  1. Go to Mailings > Start Mail Merge > Email Messages.

    Use mail merge to send bulk email messages (6)

  2. In Word, created the email message that you intend to send.

The mailing list is your data source. For more info, see Data sources you can use for a mail merge.

Tips

  • If you don’t have a mailing list, you can create one during mail merge.

  • If you're using an Excel spreadsheet, format the ZIP/postalcodes column as text to avoid auto deletion of leading zeroes. For more information about this, see Format mail merge numbers, dates, and other values in Excel.

  • If you want to use your Outlook contacts, make sure Outlook is your default email program and is the same version as Word.

Make sure your data source has a column for email addresses and that there's an email address for each intended recipient.

  1. Go to Mailings > Select Recipients.

  2. Choose a data source. For more info, see Data sources you can use for a mail merge.

  3. Choose File > Save.

Learn how to edit, sort, or filter your mailing list here:Mail merge: Edit recipients.

  1. Go to Mailings > Insert Merge Field, and then choose the fields to add.

    Use mail merge to send bulk email messages (7)

  2. In your document, select Drag fields into this box or type text, and select the text to remove it.

  3. Add and format the fields you want to be included in the email message, then select OK.

  1. Go to Mailings > Preview Results to see how the email messages look.

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    To scroll through each email message, use the left and right arrow buttons on the Mailings tab.

  2. Select Preview Results again to add or remove merge fields.

  3. When ready, go to Mailings > Finish & Merge > Merge to E-Mail.

    Merge to E-Mail is unavailable if you have not selected your default email program.

  4. Choose the To merge field, the subject, and whether to send as text, HTML, or as an attachment. When you send as an attachment, the email has no body text; instead,the message is sent as an attached document.

  5. Select Mail Merge To Outbox.

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Use mail merge to send bulk email messages (2024)

FAQs

How to do a mail merge mass email? ›

Add recipients directly to your message
  1. On your computer, open Gmail.
  2. At the top left, click Compose. ...
  3. In the "To:" line, add recipients.
  4. On the right of the "To:" line, click Use mail merge .
  5. Turn on Mail Merge.
  6. In your message, enter @.
  7. Select a merge tag: ...
  8. To insert the merge tag, press Enter.

Can you send to multiple emails in a mail merge? ›

There are two ways to send an email to more than one person in mail merge. Use the dynamic CC and BCC option and include the other recipients in the same message but in the CC/BCC fields. Add multiple email addresses in the Email Address column, separated with commas.

How many emails can mail merge send at once? ›

Here are the limits, from Google's help pages: 2,000 messages per day (i.e., you can hit 'Send' a maximum of 2,000 times) 500 unique recipients per message (external) or 2,000 (internal) 10,000 total recipients per day (for example, you could send 20 emails, each with 500 recipients)

Which of the following is the correct way to send bulk email messages using the mail merge? ›

Go to Mailings > Insert Merge Field, and then choose the fields to add. In your document, select Drag fields into this box or type text, and select the text to remove it. Add and format the fields you want to be included in the email message, then select OK.

How can I send mass emails at once? ›

How to send a mass email in Gmail
  1. Open Gmail and press “Compose” to start a new email.
  2. Add a subject line and input the body of the email.
  3. Select “BCC” to blind carbon copy all recipients on the email.
  4. Choose each person you want to send the email to or select a group of contacts to receive it.
Feb 3, 2023

How do I send multiple emails to multiple recipients? ›

How to Send Emails to Multiple Recipients in Gmail
  1. Step 1: Compose an Email From Your Gmail Account.
  2. Step 2: Add Email Addresses in the BCC Field.
  3. Step 3: Review Your Email and Send.
Jan 11, 2024

Is there a limit on Outlook mail merge? ›

Select “Create mail merge file” from there. You'll then have options to limit how many emails you can send in one click. Microsoft Outlook has a default limit for the number of recipients that can appear in one email. 250 recipients are the default limit.

How do I send an email to multiple recipients from Excel? ›

How to Send a Mass Email with Excel — The More Complicated Way
  1. Step 1: Format your Excel workbook. ...
  2. Step 2: Prepare the document template for your Word mail merge. ...
  3. Step 3: Select Your Recipient List. ...
  4. Step 4: Add personalized content to your letter. ...
  5. Step 5: Preview and finish the mail merge function. ...
  6. Step 6: Save the letter.
May 3, 2024

How to send 10,000 emails at once for free? ›

How to send 10,000 emails using Gmail (with screenshots)
  1. STEP 1: Install the Mailmeteor extension for Gmail. ...
  2. STEP 2: Add your bulk email recipients to Google Sheets. ...
  3. STEP 3: Add names to columns and other contact info. ...
  4. STEP 4: Open Mailmeteor and 'create a new template' to send to your 10,000 people.
Feb 24, 2023

What are rules in mail merge? ›

To place the next address in the label, Word uses the Next Record rule in each table cell.
  1. Place your cursor where you want data from the next record to appear.
  2. Go to Mailings > Rules > Next Record.
  3. Insert a merge field for the data you want next. A list of company names might look like this: «Company_Name»

Can I send 100 emails at once in Gmail? ›

Free Gmail account — If you use a free Gmail account, you are limited to sending a maximum of 500 emails in a 24-hour period, and a maximum of 100 addresses per email. Paid Google Workspace account — If you use a paid Google Workspace account, you are limited to sending a maximum of 2,000 emails in a 24-hour period.

What two methods can be used to send emails to multiple recipients? ›

If you want to send an email to multiple people at the same time, you can use either the Cc or Bcc option.

What is the bulk email limit? ›

"You have reached a limit for sending mail"

You may see this message if you send an email to a total of more than 500 recipients in a single email and or more than 500 emails sent in a day. When you get this error, you should be able to send emails again within 1 to 24 hours.

How to send mass email without showing other recipients in Outlook? ›

When you open a new blank email in Outlook, click on the “Options” tab. From there, you'll want to select the Bcc field in the message header. This is your “blind carbon copy” option, meaning that your email recipients will not see other names on the list.

How do I combine multiple emails into one? ›

Forward multiple messages as a combined single message
  1. In any of your mail folders, click one of the messages, press and hold CTRL, and then click each additional message. ...
  2. On the Home menu, click Forward or press Ctrl+F on your keyboard.
  3. A new message will open with the selected messages as attachments.

How to send email to multiple recipients individually? ›

Click on the Bcc button and add their email addresses. If you're typing the email addresses manually, separate each one with a semicolon. This is important because it will make sure that the email is sent to each recipient, but without revealing each other's email addresses.

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