Focus on your email content first and foremost the quality of your email will have the most significant impact on its success.

The best way to draft your message is to get started without worrying about your personalization fields. Now that we have our mailing list together, it’s time to put together our source document in Word. Part 2: Draft your email template in a Microsoft Word document Set cells to the appropriate format so currency fields, numbers with decimals, percentages, and zip codes show up correctly in your message. Personalized fields will be formatted according to their selected data type in Excel in your email We will return to it once we’ve configured our email and are ready to set up our email recipients. In our example, we’re sending a cold outreach sales email, so we will also include the contact’s company name.įinal step: Open the file menu and save your Excel document. The most common personalization used in a mail merge is to include the recipient’s name in the message greeting line. Part 1: Configure the data used to personalize your message Minor errors are easy to miss when you’re working with bulk messages.

Double-check everything for accuracy and ensure your contacts’ personalized information and email addresses are accurate.

Use separate columns for each data field you will insert into your personalized emails (be specific with your names as you’ll use them again).

Put the email addresses in the first column.

Your mail merge spreadsheet in 3 simple steps: Who’s on your mailing list? Who do you want to receive your message, and what information do you wish to personalize in it? The first step of the mail merge process is to create an excel spreadsheet that will act as our data source.

Finally, we send the mail merge and an email is processed by Outlook to each contact from our list.

In Word, we will draft our email message, planning specific personalizations that will cater each message to the individual recipient.

We start our mail merge from Excel by organizing the contact information of our leads in one document.To demonstrate, we’ll send a cold outreach sales email to a list of leads.Ī quick summary of how to send a mail merge from Excel: This blog post will walk you through creating and sending a personalized mail merge step by step. They can also save you time on tasks like mailing personalized letters, envelopes, and creating mailing labels. Mail merge is typically used to send mass emails that have been personalized to their recipient (like replacing “Hello! 👋” with “Hey John!”). Doing a mail merge in Word gives you all of the functionality of a mailing list, without the need to configure an expensive email platform. A mail merge is a fantastic way to save you time when you’re emailing a large recipient list.

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