How to Mail Merge in Outlook 365?

How to Mail Merge in Outlook 365

To know how to use mail merge in Outlook 365 email client, refer to the easy instructions provided on our web page.


  • Step 1:Open a new MS Word document on your Windows computer.
  • Step 2:Navigate to the Mailings tab and choose the Email Messages from the Start Mail Merge drop-down menu.
  • Step 3:Compose the body of the email that you need to send.
  • Step 4:Make sure to create your mailing list in an Excel file.
  • Step 5:Now, you have to link the created mailing list to the email message.
  • Step 6:Click the Mailings tab and then select the Select Recipients option.
  • Step 7:Choose the mailing list/data source and click the File tab followed by the Save option.
  • Step 8:If needed, you can edit the mailing list.
  • Step 9:To add the greeting line to the email message, click the Greeting line option and choose your preferred format.
  • Step 10:Once you have clicked the OK option, the merge field will be inserted.
  • Step 11:Save the changes by clicking File Save.
  • Step 12:Before sending the email, preview it if necessary.
  • Step 13:Click the Preview Results option.
  • Step 14:Click the Next or Previous arrow mark to view the name and addresses in the email message.
  • Step 15:Click the Finish & Merge menu and choose the Send Email Messages option.
  • Step 16:Go to the To field and select the email address column from the mailing list.
  • Step 17:Fill the Subject Line field and choose either the HTML or Plain Text option from the Mail Format drop-down list.
  • Step 18:Choose All Records, Current Record, or From and To option from the Send Records menu and then select the OK option.
  • Step 19:Once you click the OK option, proceed to open the Outlook 365 email client on your computer. Here you can see all the composed email messages in your Outbox folder.
  • Step 20:Now, click on the Send/Receive menu and click the Send/Receive all Folders option. This will send all the composed emails to the recipients from your Outlook email client.
  • Step 21:To save this personalized email message, click the File tab and select the Save option in the MS Word document.
  • Step 22:To use the saved email message again, open the document and select the Yes option if prompted.

The mail merge in Outlook 365 on Windows successfully completed.

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