Video: Use Outlook contacts for mail merge

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When you want to send the same email message to multiple people in your Outlook contacts list, use mail merge to personalize it for each recipient.

Note: These steps only cover what's shown in this video. For detailed steps on how to do a mail merge, please see Use mail merge to send bulk email messages.

Select Outlook contacts for mail merge

  1. Open the document you want to personalize for each recipient.

  2. Select Mailings > Select Recipients.

  3. Select Choose from Outlook Contacts.

  4. Select a contact folder to import, and select OK.

  5. Save your file to save that connection to the Outlook Contacts list.

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Use mail merge to send bulk email messages

Use Outlook contacts as a data source for a mail merge

Of the millions of mail merges completed in Microsoft Word everyday, the vast majority are using name or name and address information or name and email information, information about people, the kind of data that Outlook users store in Microsoft Outlook.

So let's see how easy it is to use Outlook Contacts as a data source for a mail merge.

Here's our letter.

We will be selecting name and address information to use in the address block and in the body of the letter and in the greeting, in the areas that we previously highlighted, because we're going to replace this text, Lilah Douglas, 169 Lillian Street, Villa Grove, Colorado with a address block.

We're going to be replacing this area with a greeting line. We will be replacing this name with a first name field.

So all of this static text that should change will be replaced with place holders.

If I want to choose Microsoft Outlook Contacts as the data source, I simply go to Select Recipients,

Word requesting information from Outlook about which of my contacts folder are available.

Remember that after you've chosen to use Outlook Contacts and you've chosen a specific list, for example in our case, Contacts, and click OK, you'll then save your file again, your primary merge file, to save that connection to the Outlook Contacts list as part of your primary merge document.

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