A mail merge allows you to send customized emails to a list of recipients, using a template that integrates personalized details like names, titles, or other unique information. This tool is ideal for sending a large amount of emails that maintain a personal touch, such as event invitations or thank-you messages.

1. Prepare Your Data Source

Create a spreadsheet in Excel or another database program with column headings for the information you want to personalize, such as:

• First Name
• Last Name
• Email Address
• Custom Fields (e.g., Graduation Year, Event Name)

Save the file in a compatible format, such as .xlsx or .csv.

2. Open Microsoft Word and Create a Template

• Open a new or existing document in Word. 
• Write the content of your email, leaving placeholders for the personalized fields. For example:
  • “Dear [First Name],”
  • “We are excited to invite you to [Event Name].”

3. Link Your Data Source

• Go to the Mailings tab in Word.
• Click Select Recipients and choose Use an Existing List. 
• Select Start Mail Merge and choose E-Mail Messages.
• Locate and select your Excel or CSV file.

4. Insert Merge Fields

• Place your cursor where you want to insert a personalized field. 
• Click Insert Merge Field in the Mailings tab.
• Select the field (e.g., “First Name”) you want to add.
• Repeat for all placeholders.

5. Preview and Test Your Email

• Click Preview Results in the Mailings tab to see how your emails will look with the personalized data.
• Use the arrows to navigate through the records. 

6. Finish and Send Emails

• Click Finish & Merge and select Send E-Mail Messages.
• In the dialog box: 
  • Set the “To” field to your email address column (e.g., Email).
  • Enter the subject line.
  • Choose your mail format (HTML is recommended).
• Click OK to send the emails.

IMPORTANT: Word does not show you previews of the individual emails before they send; so it is important that you send a test email to yourself to make sure everything looks right. In your data source, insert yourself as the first record along with your email. In Word, click Preview Results, make sure your email is the one showing and follow the same steps above using the “current record” setting. When you receive your personalized email, confirm that everything looks correct in both the formatting and content.  If everything looks good, head back to Word and follow the steps above for all records.

By using mail merges, you can efficiently send personalized emails that foster stronger connections with your community.