Use mail merge to streamline mass mailings

Today’s post about using mail merge to create a mass mailing is contributed by Kristin Beck, a writer and editor for

Start Mail MergeMany of you want to know more about how to set up and run a mail merge.  Mail merge streamlines the mass-mailing process by allowing you to send out a set of documents or messages to multiple contacts, and still customize some of the content. 

Say you want to create and print a form letter or email message to send to some or all of your customers.  Each document has the same kind of information, yet some of its content is unique. For example, you can personalize every letter or label to address each recipient by name. The unique information in each letter comes from entries in a data source, for example, your Outlook Contacts, an Excel list of contacts, or a combination of the two.

  • For step-by-step guidance on doing a mail merge in Office 2010, download this clever PowerPoint deck: Mail merge made easy. The slides ask you where you keep your contact data and and how to use Word or Publisher to create the labels for your flyer.
  • If you’re using Word 2003, Demo: Use mail merge to format and print mailing labels shows you how to use mail merge to quickly format and print mailing labels. If you already have a file that contains your contacts’ names and addresses, you can connect that file to your label main document.
  • Watch this Office Casual video to learn three key ingredients to a successful mail merge.
  • Don’t know where to start, or how to structure your mail merge letter? Download this free mail merge template.

Did we miss something? What questions do you have about mass mailings?

–Kristin Beck

More info on Mail Merge:

Mail Merge: How to send a personalized e-mail to many people at once

Use mail merge to send personalized e-mail messages to your e-mail address list

Webinar: Mail Merge