If you want to send the same personalised message to more than one individual in Microsoft Word 2003 or 2007, an Outlook e-mail merge is the easiest way to do it. When an Outlook e-mail merge message is sent, recipients do not know how many others have received the same message or even that the message has been sent to multiple recipients.
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Open Outlook e-mail. At the top of the browser, open your "Contacts" folder, and select the intended recipients. If you would like to send an Outlook e-mail merge message, like a company newsletter or memo, to the same group of people on a regular basis, you can create a group folder by creating a new contacts category and moving all intended recipients into that folder. If you're using a specific category, choose the category within the contacts.
In the "Tools" section, choose "Mail merge." Review the default options. Select "All contacts in current view." If you're sending the message to all contacts, choose "All contact fields." If you're sending the message to specific contacts, choose "Contact fields in current view." Near the bottom, choose "Form letters" for letter type and "Email" for merge to option. Type in a personalised subject line message. Select the "OK" button at the bottom. A new window will open. For versions of Word older than 2007, the mail merge toolbar will automatically show up. If you're using Word 2007, the mailing tabs on the ribbon will automatically open.
Use the "Greeting line" button to insert a greeting line and fill in the appropriate greeting. Pressing the "OK" button will close the window, but using the "Enter" key on your keyboard will start a new line within the document. Use the "Address block" button to insert an address. The same can be done for inserting your phone number. Be sure to close your note and type out your name. To preview your message before sending, press the "Preview results" button if you're using Word 2007. If you're using Word 2003, press the second button from the right or select "Merge to e-mail" on the mail merge toolbar. A new window will pop up. Review the information. If everything looks correct, hit the "OK" button. The e-mails will automatically begin to send.
Tips and warnings
- Before completing the Outlook e-mail merge process, check with your Internet Service Provider (ISP) or mail admin to make sure there are no mail restrictions preventing you from sending more than a set number of e-mails each hour or day.
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