Office 365 (Outlook 2013) - Set up a Mail Merge with Outlook Contacts

When you have bulk mail to send to people on your Outlook contact list, you can use mail merge in Word. An Outlook contact list can be used as a data source for mail merge. The contact list is an address book that is used to capture and organize information about people.

 1. In Word, Click Mailings > Start Mail Merge, and then click the kind of mail merge you want to run.

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2. Click Select Recipients > Choose from Outlook Contacts.

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If you have more than one contacts list or profile in Outlook, it might prompt you to choose the list or profile you want to use for the merge.

3. Now your Outlook contacts are connected to your mail merge document.
4. Select the names (or rows) you want to include by checking the check box for each row. If you want to see a specific subset of your list, you can filter and sort the list to get the view you want.
5. Click OK, and you’re ready to insert merge fields.

Word includes the Greeting Line and Address Block fields, which add all the fields for a greeting or address, so you don’t have to add each field one at a time.

For example, to add a standard greeting to your email message or letter, use the Greeting Line merge field.
In the document, click where you want to add the greeting.
Click Greeting Line.
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Note: If the Greeting Line command is grayed out, click Select Recipients and choose the kind of mailing list you’re using—Outlook Contacts, an Excel spreadsheet, or an .mdb file that you created earlier in Word. If you don’t have a mailing list yet, click Type New List to create your list in Word.
Choose the name style that you want to use, and set other options. Once done, select OK.

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Tip:  To be sure Word finds the names and addresses in your list, click Match Fields. Check that the fields you want appear in the list. If a field you want says Not Matched, click the drop-down list for that field and then click the column name that matches that column in your list.
To make sure the field is formatted the way you want, highlight the whole field, including the marks at each end.
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Click Home, and then check the font and font size.

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These same steps work for adding addresses to a mailing labels document—all at once, instead of separately inserting the name, street, city, and all the other parts of the address.
Just click Address Block instead of Greeting Line.
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Note: If the Address Block command is grayed out, click Select Recipients and choose the kind of mailing list you’re using—Outlook Contacts, an Excel spreadsheet, or an .mdb file that you created earlier in Word. If you don’t have a mailing list yet, click Type New List to create your list in Word.

Word gives you options for making the name on the address more formal or more informal.

Tip: To make mailing labels single spaced, select the Address Block field, click Page Layout and enter 0 in the Before and After boxes under Spacing.

If you want to add a customized greeting or other information from your mailing list, you can add fields one a time.

Click in your document where you want to add the mail merge field.
Click the arrow next to Insert Merge Field, and then click the field name.

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If you don’t see your field name in the list, click the Insert Merge Field button.

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Click Database Fields to see the list of fields that are in your data source.
Click the field you want to add.
Click Insert.
6. After you add the fields you want to merge, type the information you want to be the same in each email message you send during the merge.
7.     When your document is ready, choose Preview Results, and then choose the Next or Previous Previous record button to see each specific copy of the document.
8.     To complete the merge process, in the Finish group, choose Finish & Merge, and then choose Print Documents or Send E-mail Messages. If you are merging to email, please be sure to include a subject line.

Save your mail merge


When you save the mail merge document, it stays connected to your datasource.

To reuse your mail merge document


Open the mail merge document and choose Yes when Word prompts you to keep the connection.

To edit your mailing list

Open the mail merge document and choose Edit Recipient List to sort, filter, and choose specific addresses.




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Keywords:set-up setup email   Doc ID:54741
Owner:Jason G.Group:Parkland College
Created:2015-08-05 15:45 CDTUpdated:2018-05-02 16:21 CDT
Sites:Parkland College
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