Mail Merge with Microsoft Outlook configured with your Wheaton email account.
Configure Microsoft Outlook 2013
- 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.
- Follow the link here and choose Turn On: https://www.google.com/settings/security/lesssecureapps
- Open Microsoft Outlook, under File, select Info, and then Add Account.
- Select Manual setup.
- Choose POP or IMAP
- Your Name should be the name you would like to display on your account.
- Email Address should be your Wheaton Email address in this format email@example.com. This email address cannot be a Google Group address.
- Account Type is IMAP
- Incoming mail server is imap.gmail.com
- Outgoing mail server (SMTP) is smtp.gmail.com
- User Name is your Wheaton email address
- Password is your email password
- Check the box to remember your password
- 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
- Select Next, a test will run and your account should be all set.
Prepare the recipients list (also known as the Data Source)
- You should store all of the recipient’s information in an Excel spreadsheet.
- 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.
- Each recipient’s information must be listed on a separate row. Here is an example.
First Name Last Name Email Address Jon Doe firstname.lastname@example.org Jane Doe email@example.com Samuel Smith firstname.lastname@example.org
- Make sure to save your file as the excel file type, either .xls or .xlsx.
Microsoft Word – Prepare the email message
- Start Microsoft Word and begin a new blank document.
- Switch to the MAILINGS ribbon.
- Click on the Start Mail Merge menu and select the E-Mail Messages option.
- Click on the Select Recipients menu and select the Use Existing List option.
- Browse and select the Excel spreadsheet you created earlier, and then click on the Open button.
- 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.
- 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.
- 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 >>
- Save the body of the email message the same way you would save any other Word document.
To send the email messages
- Switch to the Mailings ribbon.
- Click on the Finish & Merge menu and select the Send E-Mail Messages option.
- From the To drop-down menu, select the field containing the email address of each recipient.
- In the Subject text box, enter the subject line used for the email message.
- From the Mail format drop-down menu, select the HTML option.
- For the Send records radio button, select the All option.
- Click on the OK button to send the messages.