The Exchange
Connect. Convince. Create Value. Insights for Salespeople by Yesware

Using the Mail Merge Feature in Outlook

Mail Merge allows Team and Enterprise users to create personalized emails that can be sent out to up to 200 recipients at a time.

How To Create A New Mail Merge

To start a Mail Merge, click the green “Mail Merge” icon in your Outlook ribbon. Then, select the “Start New Mail Merge” option. A new window will open, in which you can name the campaign and start uploading the CSV. 

 Outlook_MM_Screenshot 1

Yesware’s Mail Merge uses CSV files to populate your emails with data. You can create a CSV file in Excel.

  1. Create a new Excel spreadsheet.
  2. Each piece of data that you’ll want to merge into your email will have to be in its own column on the spreadsheet.
  3. In Excel, choose File > Save As. Change the format to “Comma Separated Values (.csv)”. After pressing Save, Excel may warn you about features not working in the selected format – that is not a problem.

Whatever you title each column will determine the name of the field when creating your Mail Merge.

If you are on the Enterprise plan, you can also retrieve a list from Salesforce.

Salesforce Lists - Mail Merge

The Salesforce lists for Mail Merge can be pulled from your Contacts or Leads in your Salesforce account.

To view your current lists in Salesforce:

1. Log into your Salesforce account.
2. Select the Contacts or Leads tab.
3. Use the View drop down menu to select a list.
4. Click “Go” to see the contact list and fields for the selected view.

To create a new list view:

1. Log into your Salesforce account.
2. Select the Contacts or Leads tab.
3. Click “Create New View”.

From there, you can set up a new view using filters and select which fields you’d like to be displayed in the list. Once saved, the new view can be retrieved with Yesware’s mail merge feature.

Once you have uploaded the Salesforce list or CSV file, the list will be shown in the mail merge tool. If you need to make any changes, you can double click on the spreadsheet cell to edit the information. Please note that none of the changes made to a Salesforce list in Mail Merge will be reflected in Salesforce.

You can draft a new message in the Compose window or use an existing template. To make sure that the fields in the Excel document map properly to the email, please note that the fields are case and space sensitive. For example, if the Excel field was listed as “First Name”, the field in your email must be listed as {!First Name}.

Use the “Preview” button to see how each email will read for your recipients.

Outlook_MM_Compose

You can now personalize and edit the message for specific recipients. To do so, use the “Edit” option next to Email Body. This will be available on the “Preview” section.

Under Finalize Mail Merge, you can CC or BCC every email in your mail merge to specified addresses. If you are using a non-Salesforce CRM, you can enter the unique BCC address for your CRM to make sure that all the outbound messages are sent to your CRM.

For Enterprise users, the mail merge emails as well as replies received can be synced to the Salesforce Activity History for matching recipients. For the sync to occur, the “Send to Salesforce” option must be checked off prior to finalizing the mail merge.

We also offer the ability to schedule mail merges. You can select a date and time from 3 months out to send the initial message of the mail merge.

Please Note:

  • Your email provider may have daily message limits and, as Mail Merge is sent directly from Outlook, it will contribute to these limits.
  • In order for us to process your Mail Merge, you must keep your Outlook open. If you lose Internet connection during this process, Mail Merge will resume next time you are online.

To measure the success of individual campaigns, click the “Mail Merge” button in your Outlook Ribbon and choose the “All Mail Merges” option.

Outlook_MM_Data

You can even drill down into individual opens, clicks, and replies within any given campaign.