Create an Email Mail Merge in Word and Outlook on macOS

Questions

• How do I use the Mail Merge feature in Word to send personalized messages through Outlook on macOS?
• Can I do an email merge on macOS?
• What software do I need to do an email merge on macOS?
• How do I send the same email to many recipients with personalized details?
• Why is Merge to E-Mail unavailable in Word?
• How do I preview mail merge messages before sending them?

Environment

This article applies to Bowdoin faculty and staff using Microsoft Word and Outlook on macOS to send personalized email messages.

• macOS
• Microsoft Word and Outlook are required.
• Microsoft Excel is optional but preferred for the data source.
• Outlook must be set as the default email app.

Resolution

1. Open Word and start a new blank document.
2. Select the Mailings tab.
3. Select Start Mail Merge.
4. Select Email Messages.
5. Select Select Recipients.
6. Select Use an Existing List....
7. Browse to and select the locally stored data source, then select Open.
8. Compose the message as normal.
9. When ready to use a variable, such as a name, select Insert Merge Field.
10. Select the appropriate column name.
11. The column name appears in brackets, for example <<First_Name>>.
12. Select Preview Results.
13. In the pop-out, toggle Preview Results and select Next Record to verify the fields populate with the desired information.
14. Outlook does not include signatures in mail merge messages. If a signature normally appears in outgoing emails, add it to the document.
15. When the message is complete and ready to send, open Outlook. Setting Outlook to work offline is optional but recommended, so the messages can be reviewed before they are actually sent.
    1. Select Outlook in the Apple menu bar.
    2. Select Work Offline.
16. Return to Word.
17. Select Finish & Merge.
18. Select Merge to E-Mail. If Merge to E-Mail is unavailable, confirm that Outlook is set as the default email client. See Set Outlook as the Default Email Client on macOS in the Related Articles section.
19. The To field must be generated from a column in the data source.
20. Compose the Subject.
21. Select the preferred method for Send As:
    • Text: messages deliver as plain text, meaning formatting styles such as bold and italics are removed.
    • Attachment: messages deliver as a Word document attached to the email. Only the Subject displays in the message itself.
    • HTML Message: messages deliver as a regular email message, honoring any formatting styles set in Word.
22. Select Mail Merge To Outbox.
23. If Outlook was set to Work Offline earlier, return to Outlook.
    1. Select the Outbox.
    2. Verify the messages look as desired.
       • If they do not, delete them and return to Word to modify the message as needed.
       • If they do, select Outlook and select Work Offline to reconnect to the server and send the messages.

Additional Help

If you need further assistance, you have several options:

• Bowdoin Bot: Chat with Bowdoin Bot directly from any KB page for instant answers.
• Phone: Call the Bowdoin College Service Desk at (207) 725-3030.
• In person: Visit the Tech Hub in Smith Union during business hours.
• Submit a ticket: Request assistance through the Service Catalog.