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To mail merge from Excel to email, perform a structured workflow that prepares data, connects Excel to Word, formats the email, and sends personalized messages through Outlook.

Understanding Mail Merge for Email

Mail merge sends individualized emails that draw data directly from an Excel worksheet. Word performs the merge. Outlook sends the final messages. Excel supplies the data source.

Requirements

1. Microsoft Excel

2. Microsoft Word

3. Microsoft Outlook

4. A worksheet with column headers such as FirstName, LastName, Email, MessageField

Windows supports full email mail merge with Outlook. Mac supports mail merge for documents but does not support email sending through Outlook with the same reliability. Windows delivers a completed email merge without third-party tools. Mac requires manual add-ins because native Outlook for Mac disables direct email output.

Preparing the Excel File

1. Create a clean dataset

1. Enter data in a structured table format.

2. Use a header row.

3. Keep each recipient on a separate row.

4. Store email addresses in one dedicated column.

5. Remove blank rows.

2. Save the Excel file

1. Save as .xlsx.

2. Confirm the first worksheet contains the dataset you want Word to use.

3. Close the file before connecting it in Word because the mail merge engine reads from a closed workbook.

Connecting Excel to Word

1. Start a mail merge

1. Open Word.

2. Select Mailings.

3. Select Start Mail Merge.

4. Select E-mail Messages.

2. Select recipients

1. Select Select Recipients.

2. Select Use an Existing List.

3. Select your Excel file.

4. Select the worksheet that stores the dataset.

5. Confirm that Word detects the header row.

Inserting Merge Fields Into the Email Body

1. Type the email message

Write the email body in Word as the main content of the message.

2. Insert merge fields

1. Place the cursor where the personalized information goes.

2. Select Insert Merge Field.

3. Select fields such as FirstName, LastName, or any custom field.

4. Repeat the process for every personalized part.

Previewing the Email Output

1. Preview results

1. Select Preview Results.

2. Use the arrow controls to scroll through recipients.

3. Confirm that fields pull correct data and formatting aligns with the message.

Sending Emails Through Outlook (Windows-Only Native Support)

1. Complete the mail merge

1. Select Finish & Merge.

2. Select Send E-mail Messages.

3. Enter the subject line for the email.

4. Select the email field under To:

5. Select HTML for the mail format.

6. Select OK.

Outlook sends each message individually.

Limitations and Data Notes

1. Large merges require Outlook to remain open until every message is sent.

2. Outlook uses the default sending account.

3. Attachments require VBA macros because the standard merge function does not include attachments.

4. Excel datasets with more than 10,000 rows increase send time by 45–60% because Outlook processes messages sequentially.

Optimization for Deliverability

1. Keep subject lines under 60 characters.

2. Keep the body text within 150–250 words.

3. Maintain consistent sender reputation by spacing large merges into batches of 300–500 messages at 10-minute intervals.

4. Avoid trigger terms that increase spam-filter risk.

Troubleshooting Common Issues

Email field not recognized

The mail merge engine requires a plain text email column. Remove spaces or special characters in the header.

Outlook not sending

Outlook must be set as the default mail client. Set this in the system’s default program settings.

Formatting shifts

Use inline formatting in Word. Avoid complex fonts or embedded objects.

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