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Microsoft Word 2003

Mail Merge: Creating an Email Merge

Mail Merge to email combines the personalization of form letters with the easy delivery of email. For example, advisors may send a personalized email to all of their advisees containing information regarding the date of their next visit. This email merge will only work on those computers set up with Microsoft Outlook.

These instructions assume that you have an understanding of the Word Mail Merge process. If you need more information, refer to Mail Merge Wizard: An Overview.

The starting document contains the text for the email message with field references to the data document.

NOTE: If your starting document includes active hyperlinks and you want them to remain active in the email message, you should type the complete URL, rather than link representative text (e.g., http://www.uwec.edu rather than UW-Eau Claire.) This will ensure that, regardless of the email format, the link will be preserved once the starting document is merged to email.

  1. Open a blank Word document

  2. From the Tools menu, select Letters and Mailings » Mail Merge...
    The Mail Merge task pane appears.

  3. Under Select document type, select E-mail messages

  4. Click NEXT: STARTING DOCUMENT

  5. Under Select starting document, select Use the current document

  6. Click NEXT: SELECT RECIPIENTS

  7. Under Select recipients, select Use an existing list

  8. To retrieve an existing recipient list,
    1. Under Use an existing list, click BROWSE...
      The Select Data Source dialog box appears.
    2. From the Look in pull-down list, locate and select the file you will use for your list
    3. Click OPEN
      The Mail Merge Recipients dialog box appears.

  9. Select which recipient(s) you want to include in your mail merge
    NOTE: To edit the recipient information, refer to Working with the Recipients List.

  10. Click OK

  11. Click NEXT: WRITE YOUR E-MAIL MESSAGE

  12. If you have not already done so, in your document, type your message

  13. When finished, click NEXT: PREVIEW YOUR E-MAIL MESSAGES
    A preview of your first recipient appears.
    NOTE: For more information on editing the recipient information, refer to Working with the Recipients List.
    HINT: To remove a recipient from the mail merge, under Make changes, click EXCLUDE THIS RECIPIENT.

  14. Click NEXT: COMPLETE THE MERGE

  15. Under Merge, click ELECTRONIC MAIL...
    The Merge to E-mail dialog box appears.
    Merge to E-mail dialog box

  16. From the To pull-down list, select the field that contains the email addresses

  17. In the Subject line text box, type a subject

  18. From the Mail format pull-down list, select the desired format for your message
    NOTE: To avoid being alerted on every record regarding an Outlook security measure, select HTML.

  19. Under Send records, select which record(s) you want to include: All or Current Record
    OR
    To select only certain records, type in the appropriate values in the From and To text boxes

  20. Click OK
    The email messages are now sent to your recipient(s).

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