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At Assent we send a lot of email when doing supply chain data requests. The Assent Compliance
Platform has a robust campaign manager for users to email all of their suppliers and collect data at
scale but if you aren’t currently an Assent customer and need to email a large data set of people we have
assembled a guide for you to increase your conversion/response rates by using targeted mail merges.
If you are an Assent customer the guide below is still valuable in the event that you simply want to
email large data sets, customized emails but don’t want to have to do them individually.
We are constantly building on the Assent emailing campaign manager and in the next release are
shipping a variety of new targeting features, data upload features and user experience upgrades.
Enjoy.
Team Assent Compliance.
ASSENT COMPLIANCE
SUMMARY:The goal of a mail merge is to email a large data set of contacts all while making it look
like the emails are customized to each person.
Here is a step by step process on how to do a mail merge.
1. Get your contact list in Excel prepared.
2. Go into MS Word > Click Mailings > Start Mail Merge > Email
3. Click on Select Recipients > Use Existing List > Select the spreadsheet that you
prepared in instruction #1.
HOW TO DO A MAIL MERGE IN MS WORD + OUTLOOK + EXCEL
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4. Click > Select Recipients. Go through your list and pick the people you want to mail.
5. Write your copy.
6. Select your “Merge Fields”. A merge field is where you want what’s your on spreadsheet
represented in all the different emails. For example if the copy + merge fields were:
Hi <first name>, I hope all is well at <Company>.
The email would read:
• “Hi Matt, I hope all is well at 10Count.” (Email1)
• “Hi Matthew, I hope all is well at Final Round.” (Email 2)
It would then continue down the list sending the same email copy to everyone but
inserting the unique mail merge fields. You can do lists of hundreds of people where
the email looks personalized but it’s really just the same copy with merge fields.
7. Change your default email in outlook to the email you want to send it from. Be weary
of accidently sending merges to 100s of people from the wrong email address. It’s not
the end of the world but it’s also something to try to avoid.
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8. Review, review, and review again. If you’re sending to a large list make sure there are
no typos, that all the names are spelled properly in the excel sheet, that everyone has
a capital letter for their first name, etc.
9. Click Preview Results and make sure that the format and merge fields look good.
10. One more final review, then click > Finish and Merge.
11. Enter a Subject Line > Select > Email (or what you’ve name it in your spreadsheet).
12. Make sure outlook is open and then bombs away!
13. If you catch a mistake, generally your outbox fills up first, then it sends. You can
close Outlook and it will stop the send. Try to avoid this.
And there you have it —a Microsoft Mail Merge done in 13 easy steps!
[email protected] WWW.ASSENTCOMPLIANCE.COM TEL: 1 (866) 964-6931[ ]
