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This weeks Bite Size FREE IT Tip : MS Word 2010 - Create a personalised email to a list

Introduce Me

NEW_Mouse_Head_Lightbulb.jpgCreate a personalised email to a list

Personalised emails can be created in Outlook by using the mail merge facility within MS Word. Using this method means that each email message shows the recipient as the sole recipient of the mailing.

 

Tell Me

Before carrying out an email merge for the first time, it is recommended that you practice with a small test database containing suitable email addresses, such as your own.

To setup an email mail merge:

  1. Select the Mailings ribbon tab.
  2. Click Start Mail Merge (within the Start Mail Merge group).

    2010wordadvemailsend01.jpg
  3. Select E-Mail Messages.
  4. Click Select Recipients (within the Start Mail Merge group).

    2010wordadvemailsend02.jpg
  5. Choose Use Existing List.
  6. Navigate to the database file.
  7. Click Open.
  8. Click OK.
  9. Choose Edit Recipient List (within the Start Mail Merge group).

    2010wordadvemailsend03.jpg
  10. Select or Filter the records if necessary (see the lesson on Conditional mail merging).
  11. Type the message text.
  12. Insert the merge codes where required by selecting the Insert Merge Field arrow (within the Write & Insert Fields group).

    2010wordadvemailsend04.jpg
  13. Click Preview Results (within the Preview Results group).
  14. Navigate through each e-mail by using the Next/Previous Record buttons.

    2010wordadvemailsend05.jpg
  15. Click Finish & Merge (within the Finish group).
  16. Select Send E-mail Messages.
  17. In the To box, choose the fieldname which stores the email addresses.

    2010wordadvemailsend06.jpg
  18. Type a Subject.
  19. Click OK.


Tell Me More

It is also possible to carry out a mail merge using the task pane. This takes you through the process step by step. To learn how to use this, see the Using the Mail Merge Wizard lesson.


Tip

Recipients cannot be added to the Cc (Carbon copy) field, since the mail merge process has no provision for designating ancillary recipients.

 

Help Me

NEW_Mouse_Head_Glasses2.jpg

Remember to put your new skills into practice as soon as possible.  Learn a little each day to improve your knowledge and skills.

 

 

<p>

Introduce Me

<br />
<b><img height="142" width="134" src="https://www.bitesizeltd.com/write_lessons/images/stories/mices/NEW_Mouse_Head_Lightbulb.jpg" style="margin: 5px; width: 134px; float: right; height: 142px" title="NEW_Mouse_Head_Lightbulb.jpg" alt="NEW_Mouse_Head_Lightbulb.jpg" />Send out an email in Outlook</b>
</p>
<p>
Personalised emails can be created in Outlook by using the mail merge facility within MS Word. Using this method means that each email message shows the recipient as the sole recipient of the mailing.
</p>
<p>
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</p>
<p>
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</p>
<p>

Tell Me

<br />
Before carrying out an email merge for the first time, it is recommended that you practice with a small test database containing suitable email addresses, such as your own.
</p>
<p>
<b>To setup an email mail merge: </b>
</p>
<ol>
    <li>Select the Mailings ribbon tab.</li>
    <li>Click Start Mail Merge (within the Start Mail Merge group).<br />
    <img height="94" width="233" src="https://www.bitesizeltd.com/write_lessons/images/stories/lesson_pics_2010/2010wordadvemailsend01.jpg" style="margin: 5px; width: 233px; height: 94px" title="2010wordadvemailsend01.jpg" alt="2010wordadvemailsend01.jpg" /></li>
    <li>Select E-Mail Messages.</li>
    <li>Click Select Recipients (within the Start Mail Merge group).<br />
    <img height="94" width="277" src="https://www.bitesizeltd.com/write_lessons/images/stories/lesson_pics_2010/2010wordadvemailsend02.jpg" style="margin: 5px; width: 277px; height: 94px" title="2010wordadvemailsend02.jpg" alt="2010wordadvemailsend02.jpg" /></li>
    <li>Choose Use Existing List.</li>
    <li>Navigate to the database file.</li>
    <li>Click Open.</li>
    <li>Click OK.</li>
    <li>Choose Edit Recipient List (within the Start Mail Merge group).<br />
    <img height="92" width="313" src="https://www.bitesizeltd.com/write_lessons/images/stories/lesson_pics_2010/2010wordadvemailsend03.jpg" style="margin: 5px; width: 313px; height: 92px" title="2010wordadvemailsend03.jpg" alt="2010wordadvemailsend03.jpg" /></li>
    <li>Select or Filter the records if necessary (see the lesson on <b>Conditional mail merging</b>).</li>
    <li>Type the message text.</li>
    <li>Insert the merge codes where required by selecting&nbsp;the Insert Merge Field arrow (within the Write &amp; Insert Fields group).<br />
    <img height="96" width="310" src="https://www.bitesizeltd.com/write_lessons/images/stories/lesson_pics_2010/2010wordadvemailsend04.jpg" style="margin: 5px; width: 310px; height: 96px" title="2010wordadvemailsend04.jpg" alt="2010wordadvemailsend04.jpg" /></li>
    <li>Click Preview Results (within the Preview Results group).</li>
    <li>Navigate through each e-mail by using the Next/Previous Record buttons.<br />
    <img height="114" width="328" src="https://www.bitesizeltd.com/write_lessons/images/stories/lesson_pics_2010/2010wordadvemailsend05.jpg" style="margin: 5px; width: 328px; height: 114px" title="2010wordadvemailsend05.jpg" alt="2010wordadvemailsend05.jpg" /></li>
    <li>Click Finish &amp; Merge (within the Finish group).</li>
    <li>Select Send E-mail Messages.</li>
    <li>In the To box, choose the fieldname which stores the email addresses.<br />
    <img height="136" width="324" src="https://www.bitesizeltd.com/write_lessons/images/stories/lesson_pics_2010/2010wordadvemailsend06.jpg" style="margin: 5px; width: 324px; height: 136px" title="2010wordadvemailsend06.jpg" alt="2010wordadvemailsend06.jpg" /></li>
    <li>Type a Subject.</li>
    <li>Click OK.</li>
</ol>
<p>
<br />

Tell Me More

<br />
It is also possible to carry out a mail merge using the task pane. This takes you through the process step by step. To learn how to use this, see the <b>Using the Mail Merge Wizard</b> lesson.
</p>
<p>
<br />

Show Me

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</p>
<p>
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Tip

<br />
Recipients cannot be added to the Cc (Carbon copy) field, since the mail merge process has no provision for designating ancillary recipients.
</p>
<p>
&nbsp;
</p>
<p>

Help Me


</p>
<p>
<img height="85" width="134" src="https://www.bitesizeltd.com/write_lessons/images/stories/mices/NEW_Mouse_Head_Glasses2.jpg" style="margin: 5px; width: 134px; float: left; height: 85px" title="NEW_Mouse_Head_Glasses2.jpg" alt="NEW_Mouse_Head_Glasses2.jpg" />Remember to put your new skills into practice as soon as possible.
</p>
<p>
Learn a little each day to improve your knowledge and skills.
</p>
<p>
&nbsp;
</p>
<p>
&nbsp;
</p>
<p>

</p>

 

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