Email is one aspect of the Internet that is used most frequently. E-mail is one of the most important things about the Internet we come across whenever we go online, so it is important to know about the useful aspects of this great feature. Mass mailing or the facility of sending personalized e-mails to more than one person at one go is one of the greatest benefits offered by the Microsoft Office e-mail tool, Outlook.
This article will help you with simple steps that you can perform mass mailing. This process can also be termed as ‘Mail Merge from Outlook’. Mass mailing is performed with the coordination of both MS World and Outlook.
Below mentioned are the steps that enable you to send mass e-mails and give them a customized look:
· You need to open Outlook and go Contacts to choose recipients whom you want to send the e-mail.
You can select them by Ctrl + clicking the names on the contact list. To enable convenient selection of names you can opt for:
View – Arrange by – Categories.
Note: Remember that Mail Merge is not applicable with Distribution lists.
· Now follow this path after going to the menu bar
Tools – Mail Merge.
It will open up the Mail Merge Contacts dialog box.
· Among categories coming under Contacts, choose ‘Only selected contacts’.
· At the bottom of the Contacts dialog box select e-mail from the drop down coming under ‘Merge to’. Now a message subject line field will appear. Fill in the field with a common subject followed by OK.
After you click OK, MS Word is launched with a new document in which the Mailing tab is
highlighted. You can use this document or use any other similar template that you prefer.
· Since you have already selected the recipients within Microsoft Outlook, you only need to use the Write and Insert Fields panel for inserting the custom fields.
· Consider choosing a Greeting Line if this what you want to convey. Now configure the greeting in the way you want it to be in the e-mails.
· You can insert a home address or phone number or other specifics by clicking on Insert Merge Field appearing in parallel with a Greeting Line that will lead to a long drop down list.
· Now write the body of the e-mail in the Word document. Once you finished with the writing and inserting the preferred fields, you can preview the final look of the e-mails by clicking on Preview Results.
· Now take a look at your recipients by clicking on the previous and next buttons appearing in the Preview Results panel.
· Now click ‘Finish and Merge’ and then again click on Send E-mail messages. It will take you to the ‘Merge to E-mail’ dialog box where you need to click OK.
In this way you can send multiple e-mails with a similar subject line to various recipients simultaneously. Initially, it appears complex and difficult to perform but once you get through the steps mentioned above you can do it conveniently to make mass mailing as one of the easiest things you do.
If you still face problems in performing these steps and you are not able to obtain the end results then consulting an experienced computer support service provider is the best way to handle the issue. Their service available in 24x7x365 gives you liberty to call them when it is most convenient.
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