Wheaton College Norton, Massachusetts
Wheaton College
Technology

Mail Merge

Mail Merge with Microsoft Outlook configured with your Wheaton email account.


Configure Microsoft Outlook 2013

  1. Log into Gmail on the web, go to Settings, and then Forwarding and POP/IMAP. Under IMAP Access make sure IMAP is enabled and save your changes.
  2. Follow the link here and choose Turn On: https://www.google.com/settings/security/lesssecureapps
  3. Open Microsoft Outlook, under File, select Info, and then Add Account.
  4. Select Manual setup.
  5. Choose POP or IMAP
  6. Your Name should be the name you would like to display on your account.
  7. Email Address should be your Wheaton Email address in this format lastname_firstname@wheatoncollege.edu. This email address cannot be a Google Group address.
  8. Account Type is IMAP
  9. Incoming mail server is imap.gmail.com
  10. Outgoing mail server (SMTP) is smtp.gmail.com
  11. User Name is your Wheaton email address
  12. Password is your email password
  13. Check the box to remember your password
  14. Click the “More Settings” button.
    • Outgoing Server tab, check the box for “My outgoing server (SMTP) requires authentication”, and then choose “Use same settings as my incoming mail server”
    • Advanced tab, first you must select the pull down under both Incoming and Outgoing server and choose SSL for both
    • Incoming server should be set to 993, if it is not please change it to 993
    • Outgoing server should be set to 465, if it is not please change it to 465
    • Click Ok
  15. Select Next, a test will run and your account should be all set.


Prepare the recipients list (also known as the Data Source)

  1. You should store all of the recipient’s information in an Excel spreadsheet.
  2. The first row of the spreadsheet needs to be column headings for the fields you want in your message. An example is First Name, Last Name, Email Address.
  3. Each recipient’s information must be listed on a separate row. Here is an example.
    First Name  Last Name  Email Address
    Jon Doe doe_jon@wheatoncollege.edu
    Jane Doe doe_jane@wheatoncollege.edu
    Samuel Smith smith_samuel@wheatoncollege.edu
  4. Make sure to save your file as the excel file type, either .xls or .xlsx.


Microsoft Word – Prepare the email message

  1. Start Microsoft Word and begin a new blank document.
  2. Switch to the MAILINGS ribbon.
  3. Click on the Start Mail Merge menu and select the E-Mail Messages option.
  4. Click on the Select Recipients menu and select the Use Existing List option.
  5. Browse and select the Excel spreadsheet you created earlier, and then click on the Open button.
  6. In the Select Table window, click on the name of the sheet that contains your recipient's information.
    • If you have options for Sheet1, Sheet2, and Sheet3, the information is probably on Sheet1.
    • If you entered column headings in the first row of your spreadsheet, make sure the First row of data contains column headers option is checked.
    • Click on the OK button.
  7. Compose the body of your message using Word:
    • You can switch back to the Home ribbon to add formatting including bold, italics, font colors, and headings.
    • Not all formatting will visible to all recipients. Outlook users will see most of the formatting.
  8. To customize the contents of your message with information from your spreadsheet:
    • Position the cursor where you want to insert the data.
    • Switch to the Mailings ribbon.
    • Click on the Insert Merge Field menu and select the field containing the data you want to insert. It will look similar to this << First_Name >>
  9. Save the body of the email message the same way you would save any other Word document.


To send the email messages

  1. Switch to the Mailings ribbon.
  2. Click on the Finish & Merge menu and select the Send E-Mail Messages option.
  3. From the To drop-down menu, select the field containing the email address of each recipient.
  4. In the Subject text box, enter the subject line used for the email message.
  5. From the Mail format drop-down menu, select the HTML option.
  6. For the Send records radio button, select the All option.
  7. Click on the OK button to send the messages.

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