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Boost Your Email Writing Productivity with Microsoft Word Mail Merge

Microsoft Word’s mail merge is an outstanding productivity tool. Recognizing just how to develop customized subject lines as well as add-ons that Word’s mail merge basic attribute doesn’t sustain can be a life saver when you have to create emails in bulk.

In today’s post, you’ll discover just how to make use of Word’s 2010 Mail Merge Wizard, compose customized e-mail subjects, as well as configuration different attachments for each and every of your email recipient.

Image by M!R

Developing a Distribution List

Word’s Mail Merge saves us from the tedious job of getting in each recipient’s e-mail address by hand by enabling us to import e-mail addresses from Outlook get in touches with, Excel or Access data resources, or Word data files.

Outlook’s contact is the very best choice amongst the 3, and if you have not used it, currently will be a good time to update your Outlook address book, and we’ll reveal you how to do so. You can miss the following section and begin writing your mail combine, if you already know just how to configuration Outlook contact, otherwise the following 2 sections will certainly provide you some essentials on exactly how to setup your Outlook contact by importing your internet based call listing.

Setting up Outlook contact begins with developing a mail profile that stores your account’s email address, password, web server info and web links to various other data such as e-mail messages as well as addresses.

You can create some accounts, each tailored to specific e-mail account.

An appropriate account name allows you determine the email account that you associate with your mail account.

You have the choice to configure your mail profile utilizing the e-mail address that you obtained from your ISP, or your own email account by choosing the 3rd choice.

Select “Internet E-mail” to utilize an email provider that gives a POP service– as an example, GMail.

Each Internet email provider has various POP configuration, ensure to review their customer manual to discover their POP configuration.

Congratulations! If you see this screen, you have setup your mail account successfully. Currently, we are ready to configuration our Outlook’s contact folder.

You can enter your distribution checklist manually right into Outlook, or import various other internet based personal digital assistant– such as GMail, Yahoo, or Hotmail address book. The majority of web based email service providers permit us to export our their personal digital assistant into an Outlook-compatible information source. For instance, Gmail provides us the choice to export our contacts right into an Outlook-compatible CSV file.

Expectation import function supports a variety of file kind: csv, vcard, RSS, iCalendar, and much more, making it a fantastic tool to develop your mail merge circulation list.

The CSV documents drops under the “Other program or file” group in Outlook.

ACT file, DOS CSV, Lotus, Access 97-2003, PST data, are a few of the program submits that Outlook supports– for us, we selected Comma Separated Values (Windows) documents kind.

Now, situate the CSV data that we just exported from Gmail personal digital assistant.

Out of all these folders, the contact folder is the best option for our mail merge purpose.

Overview needs a couple of mins to import your contact relying on the number of email addresses that you are importing.

We must be able to use this get in touch with folder, as soon as Outlook has ended up importing all your get in touches with, for the mail combine.

Mail Merge Wizard

Start with a blank document and also open the “Mailings” ribbon to start our mail merge.

The wizard is the best means for newbies to get started on their very first mail merge exercise.

Selecting Message Recipients

The wizard will ask us to choose the document kind for our mail merge, E-mail messages is the suitable record type for today’s mail merge workout.

We can begin creating our email message from an empty file, a theme, or an existing paper.

Choose our Outlook call folder as our mail merge circulation checklist in step 3.

We have the choice to make use of any one of the mail account that we arrangement in our system.

Your contact count should be more than zero if Outlook imported your Gmail address efficiently.

Pick the people that you intend to include in your e-mail distribution by ticking the proper check boxes.

Composing the Email Message

Start writing your email message and also insert combine areas where you intend to position personalized messages– such as title or last name in the suitable place on your document.

Each merge field will certainly be enclosed inside a dual chevron; they will certainly be replaced with your get in touch with card info when you finish the mail merge wizard.

Preview your e-mail message to see how Word processes the combine areas by clicking on the “Next: Preview your e-mail messages” web link.

If you enjoy with the sneak peek, click the “Next: finish the merge” link, and Word will certainly send out the joined email to all your recipients with a typical subject line.

Customizing Your Subject Line

The wizard damages the mail merge procedure right into these actions: selecting the right paper type as well as theme, creating a circulation listing, evaluating the mail combine preview, as well as sending emails to all your recipients.

At this moment, you may discover 2 common e-mail creating tasks that the wizard does not support, writing personalized subject lines, as well as setting up different accessories. We have to make use of macro to do them in mail merge, ideally prior to we finish the wizard.

With your letter open, press “Alt + F11” as well as dual click “ThisDocument” in your working Word home window, to open up the Macro editor.

Paste this macro code, written by a specialist macro coder hutchinsfairy, into the blank pane and also save it.

Dim WithEvents wdapp As Application

Exclusive Sub Document_Open()

Set wdapp = Application
ThisDocument.MailMerge.ShowWizard 1

End Sub

Exclusive Sub Document_Close()

Set wdapp = Nothing

End Sub

Exclusive Sub wdapp_MailMergeBeforeRecordMerge( ByVal Doc As Document, Cancel As Boolean).
Dim i As Integer

With ActiveDocument.MailMerge

If FIRST_RECORD = True Then.
EMAIL_SUBJECT =. MailSubject.
Else.MailSubject = EMAIL_SUBJECT.
End If

i =. DataSource.DataFields.Count

Do While i > > 0
. MailSubject = Replace(. MailSubject, “”,. DataSource.DataFields( i). Worth,,, vbTextCompare).
i = i – 1.

End With

End Sub

Exclusive Sub wdapp_MailMergeBeforeMerge( ByVal Doc As Document, ByVal StartRecord As Long, ByVal EndRecord As Long, Cancel As Boolean)


End Sub

Personal Sub wdapp_MailMergeAfterMerge( ByVal Doc As Document, ByVal DocResult As Document)

ActiveDocument.MailMerge.MailSubject = EMAIL_SUBJECT

End Sub

Go back to your record and also click on the “Next: complete the merge” link to send out your e-mail.

Click on the “Electronic Mail …” web link to send your message.

Place the suitable combine fields, surrounded with a chevron, right into the subject line.

The macro will certainly analyze the combine area and also replace it with the recipient’s surname when Word email the record.

Connecting Different Items to Your E-Mail

Approximately this factor, we have actually learned just how to utilize the mail merge wizard and also just how to customize the subject areas– as well as to finish today’s tutorial, we’ll reveal you a 3rd party add-in that enable us to attach different file for each email.

Download the add-in, unzip it, and you’ll find that the add-in comes as Word Document templates. Usage “CreateEMailData Word 2007 Ver02”, if you are utilizing word 2007 or 2010, and also “CreateEMailData Word 2003 Ver02”, if you are making use of Word 2003.

Copy the proper document design template into your “% appdata% Microsoft Word STARTUP” folder where “% appdata%” is your Microsoft startup folder-in our instance it is “C: Users zainul AppData Roaming”.

Reactivate your Word, after you replicate the file right into the Microsoft start-up folder, and you need to see 2 new add-ins: Create Data File and also Merge to Email, under the “Mailing” ribbon menu.

Prepare a data documents with a two-column table– the recipient e-mail address in the left column, as well as the full course to your accessory documents in the appropriate column, after that wait under the exact same folder as your e-mail merge file as “MergeAttachmentsData”. We need to stress and anxiety that you need to save the file as “MergeAttachmentsData”, or else the add-in can’t find the file to look up for accessories.

Go back to your mail combine file as well as split papers right into individual files.

A new word record window must show up, and click the “Merge to Email” add-in button. Merely click the ‘Ok’ button on the yellow dialog, given that we currently prepared the data documents.

Put a proper topic for your email, click OK, as well as Outlook will certainly send your email with the add-on that you specify in the information documents.

Word, with its several valuable functions, is absolutely an excellent productivity device. We eagerly anticipate write even more Word articles for our readers. Meantime, check out the other Words posts on our website.

We hope that you have actually learned exactly how to utilize Word mail merge from today’s article. Do not hesitate to discuss various other mail combine ideas with the other fellow viewers in the comments area.

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