Send Personalized Mass Emails with Outlook 2013 or 2016

Outlook makes it really easy to send mass emails to a selected number of contacts via the normal and famous Mail Merge feature from previous versions of Microsoft Office. Most of the time you might need to send out an email for multi-recipients along with personalized information for each one. In this article, we will discuss to talk about Send Personalized Mass Emails with Outlook 2013 or 2016.

Mail Merge is just like one of those old friends that you have not even called for years. Underestimated and ignored, until the day that you need them badly actually.

You just do not realize its potential unless you’ve been assigned the job of managing a few hundred invites at the last minute. Maybe, they are loads of wedding invites or a red alert to an impending zombie apocalypse. Or, it can be something harmless – such as printing a bunch of address labels and name badges as well.

You don’t need to worry. You can send personalized mass emails along with Microsoft Outlook 2016 in a few minutes with a few clicks.

When Should You Use Mail Merge?

Well, before I leap ahead, mail merge is used when you want to create many documents that are basically the same but where every document contains unique details. The emails basically share the same format and the same text and graphics if any. Such as invitations where the text stays the same but the name, address, or even the subject bits are unique for each and every.

Mail merge — unlike emailing a message to a group of folks— makes each and every recipient of the message the sole recipient.

The best use I have found so far for them – use the mass email as a job-hunting power tool along with custom details for each and every employer.

The mail merge feature basically uses two parts:

  • The main constant document (here: Microsoft Word) where you guys write the body of the email.
  • The changeable data source (here: Microsoft Outlook Contacts) that is mostly the address and the name of the recipient.

These two are “merged”. With Outlook being a part of the Microsoft Office suite, one can use this feature in order to send emails in bulk, each and every personalized for a different contact. It is not spamming, although I guess in the wrong hands, mail merge can be used to carpet bomb with unsolicited emails actually.

Send Personalized Mass Emails with Outlook 2013 or 2016

Open the Outlook and open People. Then the contacts where you guys want to send the message and after that select Mail Merge.

Send Personalized Mass Emails

In the Mail Merge Contacts screen, you have to choose Only selected contacts. Now under the Merge options section set the following:

  • Document typeForm Letters
  • Merge to: Email
  • Message Subject Line: Whatever you guys want it to read. Remember, the subject line will be the same for all the contacts that you choose in the first step.



Tap on OK and then Microsoft Word will then open up for you to compose a message. However, first, you will want to create a personalized greeting line. From the Mailings tab choose Greeting Line.

The Insert Greeting Line box then pops up. There you can also customize every one of the fields to whatever you want. Or just use the defaults and tap OK (Do not worry, Mr. Randall won’t be in your message as well).

It’s also worth noting here that at this point you can also enter in additional fields. From the Insert Merge Field drop-down menu, you will find a lot of items to select from. Again, this is entirely up to you and will rely on what you want to include as well.

Send Personalized Mass Emails

Now it’s time to type in the message that you want to send everyone. You will also notice at the beginning of the document is <<GreetingLine>> that is the section of the message where each and every one of the names will be placed when you send out the message.

When you do that composing the message choose Finish & Merge > Send E-mail Messages.

Then tap on OK to the confirmation dialog in order to send the message off to each of the contacts that you selected.


Alright, folks, I hope you like this article and understand now. If you have any issues and queries related to it, just comment down and let us know.

Keep Smiling!

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