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How to create Mail Merge Campaigns

The Mail Merge subscription plan lets you create and send personalized emails to
multiple recipients at once. For this, you need to prepare an email message and a
mailing list and create a mail merge campaign. For the email message, you have three
options: a simple template, a mail merge template, and your own html text.

Messages for the campaign are customized with merge fields—specific parts of the
emails that are set up as variables with the help of a macro.

Here is the detailed mail merge campaigns manual

? What is mailing list? Create mail merge template

Step 1
This is an Excel table with email addresses of the recipients Right-click a folder and select New Mail Merge Template:
and all the info needed to personalize the emails. Important
notes about the mailing list:

• XLSM and XLSX formats are supported.

• The Excel book must be located in OneDrive.

• The table must be formatted as an Excel table.

• The first column of the table must contain email addresses

and it’s header must be 'email'.

Here is an example of a mailing list:

Step 2
In your default browser, a new tab with the Shared Email
Templates web application will open. Select a layout and click Next:
? What are merge fields?

These are parts of the template that should be variable

in email messages to make them personalized. The data
for merge fields is taken from the mailing list.

The fields are inserted with the help of the ~%MergeField[]

macro. In the macro's dialog window, type the name of the
mailing list column from which the value should be retrieved.

For example:

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Step 3 Step 3
Select the color theme and click Finish: You'll see the Merge field dialog window. Enter the header name
of the column from which you want the data to be retrieved
and click OK:

Step 4
Edit the mail merge template, here is the guide.
Create mail merge campaign
Add merge fields Step 1
Into the places where custom information from the Click the Mail Merge icon:
mailing list should appear, enter the ~%MergeField[] macro.

Step 1
Put the cursor where the text should be pasted and click
the Insert Macro icon on the toolbar:

Step 2
Click New Campaign:
Step 2
Start typing "Merge" in the Search box, click on the
suggested ~%MergeField[] macro and hit Select:

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Step 3
Fill in the fields and select files:

1. Enter a name for your campaign.

2. Enter text that will be the Subject of the email message that
your recipients will receive.

3. If needed, enter the email address for the reply messages.

4. Import the mailing list.

5. Here you define the message body of the letters. You can either
select a template or paste your html-based message.

6. You can set a date and time for the campaign to schedule it.

7. Or select Immediately to start mailing right after clicking

the Send button.

8. Check the box to save all the sent items in your Sent Outlook folder.

9. Click Send to start the campaign.

Note. As soon as you click the Start or Schedule button, you'll be

asked to pick the account from which the mailing should be
performed and confirm accepting the needed permissions.

Import mailing list

Step 1 Step 2
Click Import from a file: In your OneDrive, select an Excel book and click Open. Also, you
can Upload a file from your local storage to OneDrive and then
attach it:

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Step 3 Mail merge campaigns statuses

Choose the table:
Campaigns in different statuses are marked with different
icons:

1. Scheduled campaign will start on the indicated date and time.

Can be edited, moved, or deleted.
Define message body 2. Sending campaign is being sent at the moment. Can be
For the message body, pick: canceled but of course if some messages are already sent, they
can't be unsent.

3. Pending campaign will start mailing as soon as the Sending

one is finished.

4. Finished campaign can be moved or deleted.

5. Cancelled campaign can be activated anew. To do this, click

on the Edit icon on the toolbar, make changes if necessary and
click the Schedule or Send button.

1. To use a template in the message body, click Copy from

a template and select the template.
Edit or remove Scheduled campaign
2. Pick Use HTML to paste your own template designed To edit, move, or delete the campaign, select it and click
in HTML. the corresponding icon:

Find all mail merge campaigns

All the created campaigns are collected on the Mail Merge
pane:

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Cancel Sending or Pending campaign Find more information

To cancel the campaign that is being sent or is pending,
select it and click Cancel: • How to create merge mail campaigns in Outlook
https://www.ablebits.com/docs/outlook-shared-templates
-mail-merge

• Before you start: Key definitions and notes

https://www.ablebits.com/docs/outlook-shared-templates
-mail-merge/#before-start

• How to edit mail merge templates

https://www.ablebits.com/docs/outlook-shared-templates
-edit-mail-merge-templates

• Not supported macros in mail merge campaign templates:

https://www.ablebits.com/docs/outlook-shared-templates
-mail-merge/#not-supported-macros

• Mail merge campaigns: Required permissions

https://www.ablebits.com/docs/outlook-shared-templates
-mail-merge/#required-permissions

? Need more details?

• Shared Email Templates for Outlook documentation: ablebits.com/docs/#shared-email-templates-outlook

• More Shared Email Templates features and benefits: ablebits.com/outlook-shared-email-templates

• Shared Email Templates tips and tricks: ablebits.com/office-addins-blog/tag/shared-email-templates

• All Shared Email Templates cheat sheets: ablebits.com/docs/outlook-shared-templates-cheat-sheets