Mail merge in Word does not work with New Outlook. To fix this, you will need to switch back to Classic Outlook.
- Open Outlook.
- In the top-right corner, find the New Outlook toggle.
- Click the toggle to turn it Off.
- Outlook will switch back to Classic Outlook.
Setting Up an Email Mail Merge in MS Word
Prior to Starting the Merge
1. Create an Excel file with:
o Column headers in the first row (FirstName, Email, etc.)
o One recipient per row
o A column containing email addresses
o No blank rows
2. Create a Word document (your email message)
Step 1: Start the Mail Merge
1. Open your message in Word.
2. Click the Mailings tab.
3. Click Start Mail Merge → Select Step by Step Mail Merge Wizard at the bottom of the list. (This will guide you through each step of the mail merge process.)
4. Select document type - Email Messages.
Click the Next link at the bottom of the screen to go to the next step.
Click the Previous link to go back to the previous step.
Step 2: Connect Your Recipient List
1. Click Select Recipients.
2. Choose Use an Existing List.
3. Click Browse to select your Excel file.
4. Choose the correct worksheet.
5. Click OK.
Step 3: Insert Personalized Fields
1. Click in the message where you want to add the personalized field(s).
2. Click Insert Merge Field.
3. Select the field you want (FirstName, etc.). Example: Dear FirstName»,
4. Repeat to add additional personalized field(s) to the message.
Step 4: Preview Your Emails
1. Click Preview Results.
2. Use the arrows to scroll through recipients.
3. Confirm everything looks correct.
Step 5: Send the Emails
1. Click Finish & Merge.
2. Select Send Email Messages.
3. In the “To” field, choose your Email column.
4. Enter a Subject line.
5. Set Mail format to HTML (recommended).
6. Click OK.
Helpful Tips
· Be sure Outlook is open on your computer before starting the mail merge process.
· Verify the email addresses listed in the Email column of the Excel worksheet contains valid addresses.
· Send a test email to yourself first.
o Add a record with your name and email address to the Excel list. Select your record as the only one to send
· Save the Word document before finishing the merge.