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Using Mail Merge for 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 Get Started

Check out this gif illustrating how to create your first mail merge, or follow along with the steps below.

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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.

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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.

NOTE: you must use “Email” as your first column in Excel.

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Once you have uploaded the CSV file, the list will be shown in Outlook.  If you need to make any changes, you can double click on the spreadsheet cell to edit the information.

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You can draft a new message in the Compose window.  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.

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To use an existing template in a new Mail Merge, simply click the “templates” button at the bottom left-hand corner of the compose window, select the messaging you would like to use, and click “Quick Insert.”

Custom fields will auto-populate from your CSV file.

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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.

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

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