"Mail Merge Email: Creating an Mail Merge to Email in Word 2007"


Mail Merge email or more accurately Mail Merge to email feature create personalized e-mail messages. Normally, you use the contact information in Microsoft Outlook for your data source.

If you are using Microsoft Outlook for your data source, the versions of Microsoft Office Word and Outlook must be the same.

The merge process is the same except that when you finish the document, instead of printing the document, you complete the e-mail header by entering a field for the e-mail address in the To box and entering text in the Subject Line box.

This tutorial assumes that you have an understanding of the Word 2007 Mail Merge overall process. If you are not familiar, refer to Word 2007 Mail Merge: Getting Started article.


To create a mail merge to email in Word 2007

  • Open a blank Word 2007 document.
  • From the Mailings tab, in the Start Mail Merge group, click on Start Mail Merge icon and from the Start Mail Merge sub-menu appears, select E-mail Messages.
  • Then, from the Mailings tab, in the Start Mail Merge group, click Select Recipients icon and select Use Existing List...
  • Note: If your list is not created, please read another article on creating your Mail Merge Recipients.

  • From the Select Data Source dialog box displayed, browse and select the file you will use for your list.
  • Click Open button.
  • To edit the recipient(s) you want to include in your mail merge, in the Start Mail Merge group, click Edit Recipient List icon.
  • Select the recipients. A recipient is selected if the checkbox beside their entry is selected.
  • Click OK button to close the Mail Merge Recipients dialog box.
  • Note: More information on editing the recipient lists, read another article on Mail Merge Recipients.

  • If you have not already done so, in your document, type the text of your letters.
  • Position the insertion point at the place in your document where you want to insert the merge fields.
  • From the Write & Insert Fields group, click the Insert Merge Field arrow and select the desired field from the menu appears.
  • Word 2007 insert merge field

  • When finished, click Preview Results icon in the Preview Results group. A preview of your first recipient's appears.
  • To preview your document with other recipients information, in the Preview Results group, click the Next or Previous Record arrows icons.
  • To print the email, in the Finish group, click Finish & Merge icon and from the drop down menu, click Send E-mail Messages...
  • Word 2007 merge to email

  • From the Merge to E-mail dialog box displayed, in the To: drop-down list, select the field that contains the email addresses.
  • In the Subject line: text box, type a subject.
  • From the Mail format drop-down list, select the desired format for your message such as HTML. Under the Send records section, select which record(s) you want to include: select All to send email to all of your records. To send email for only the record displayed, select Current record. To send email to only certain records, type a range in the text boxes.
  • Click OK. The email messages are now sent to your recipient(s).


Related Articles:

Creating Merged Letters in Word 2007

Creating Mailing Labels in Word 2007

Creating Merged Envelopes in Word 2007

2007 Save and Save As Features



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