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What is an Email Merge?
Regular mail merge: Write one letter Make a database with individual info The merge automatically personalizes
a letter for each individual
Email merge: Send the personalized letters via
Benefits of Email Merge
Email dozens of people at once Keep each recipient’s address
private Type only one letter Automatically personalized for
recipient Personalize names, titles, &
comments for each recipient
You will need…
Microsoft Office, including Access, Word, & Outlook
You may be able to do the same with a similar suite of office programs
Process of an Email Merge
Make a databaseIn MS Access
Type your message in MS Word
Merge the databaseAnd the message
Setup to sendVia Email
Process of Making a Database
Open MS Access
Open a new
file
Enter Fields
Enter Records
Save the file
Open Microsoft Access
Making a Database
Opening a New Database
Select the radio button for “Blank Access database”
Click OK
Naming your new database
1. Type in a name for your new database, e.g., “mycontacts”
2. Remember where you are saving it
3. Click on the “Create” button
Setting up Fields
1. Click on “Create table by using wizard”
Set up 5 fields1.Under “Sample Fields,” click:
“First Name”2. Click on the top arrow
button to the right3. Repeat with: “Last Name”, “Title”,
“Email Address”, and “Notes”4. Click Finish to see your new
database
Enter Record One Title: Mrs. First Name: Kirsten Last Name: Jones [email protected] Notes: It was a pleasure meeting you at the L.A.
conference.
Making a Database
Enter Record Two Title: Mr. First Name: Michael Last Name: Singyke [email protected] Notes: As an administrator looking for innovative
teaching products,
Making a Database
Enter Record Three Title: Ms. First Name: Andrianna Last Name: Jobin [email protected] Notes: As a teacher looking for
innovative teaching products,
Making a Database
Enter Record Four (optional)
Add a record with your own info to receive a personalized copy of the email.
Making a Database
Don’t forget to save!
1. Type Ctrl-S to save
2. To exit, click on File, scroll down to Exit
Making a Database
Open a new document in Microsoft Word
Generic letter1. Type this letter (Or copy and paste)2. Type your name after Sincerely
Dear :
I believe you will be interested in our new site for ESL games. Do your students want to learn idioms in a fun context? Would interaction be improved by their understanding more about each other’s cultures? If so, check out www.learning-with-ease.com.
Sincerely,
Set up your letter for a merge
1. Click on Tools Menu
2. Click on Mail Merge.
Setting up to merge fields
1.Click on Create
2.Click on “Form Letters…”
3.In the next dialog box, click the “Active Window” button
Get Data
In the “Mail Merge Helper”:
1. Click “Get Data”
2. Click “Open Data Source”
Getting Data, continued3. To find your database, click on
“Files of type” and choose Microsoft Access
4. Click on your file5. Click “Open”6. If a dialog box opens, click
“Okay”7. Click Edit
The MailMerge Toolbar
Notice the MailMerge toolbar above the letter
1. In the letter, click your cursor after “Dear” and add a space
2. Click on “Insert Merge Field”
3. Click on “Title”
AddingMerge Fields
1. Add a space after the Title field
2. Click on “Insert Merge Field”
3. Click on “Last Name”4. Enter a colon5. Click your cursor
before the word “I”6. Click on “Insert
Merge Field”7. Click on “Notes”8. Add a space
1.On the toolbar, click “Merge”
2.Under “Merge” choose Electronic Mail
3.Click on “Setup…”a. Under “Data field with…” choose EmailAddress. b. Under “Mail message subject line,” type the subject of your emailc. Click OK
Sending via Email
Last Steps!
1. Click “Merge”!
2. Shout for joy
The messages will be sent via MS Outlook the next time it sends mail.
Check your mail!
But I don’t use Microsoft Outlook…
Mail merge does not require Microsoft Outlook; it just depends on if your email program supports it.
You must have email software configured as your default email on your computer.
Were you successful without using Outlook? Please let me know.
Did you appreciate this tutorial? Please take a
moment to email me your suggestions.
