Email Message Merge in MS word
Step 1 of 6: Select document type
Under Select Document Type, click E-mail Messages.
Click Next: Starting Document.
Step 2 of 6: Select starting document
Under Select starting document are three choices: Use the current document, Start from a template, and Start from existing document. When you click each option, additional information about the option appears in the task pane.
Click Next: Select Recipients to continue.
Step 3 of 6: Select recipients
If you select Use an existing list, click Browse to locate and choose your file. Click Edit recipient list to modify the address list after it is created.
If you select Select from Outlook contacts, click Choose Contacts Folder. If Outlook is not open, you will be prompted for your Outlook profile.
If you select Type a new list, you can create a new address list.
Click Next: Write your e-mail message to continue.
Step 4 of 6: Write your e-mail message
At this point, you insert your merge fields. You can use a combination of items:
Address Block: Use this item to insert fields that will insert a block of text, such as the name and address.
Greeting Line: Use this item to choose the format that you want on your greeting line.
Electronic Postage: Use this item if you have electronic postage software on your computer that is compatible with Word.
More Items: Use this item to enter any other fields that are in your recipient list.
Click Next: Preview your e-mail messages to continue.
Step 5 of 6: Preview your e-mail message
You can preview just one message of your mail merge, or you can preview all of them. You also can click Edit recipient list to remove names or add to your recipient list.
After you preview your message, click Next: Complete the merge to continue.
Step 6 of 6: Complete the merge
Click Electronic Mail.
When the Merge to E-mail dialog box appears, select the field that you want to use for the To line, type the subject in the Subject line, and then select the mail format that you want to use.
Click OK to send your messages.