Mastering How to do a Mail Merge in Outlook with Word and Excel: A Professional Alternative to BCC
In today’s fast-paced business environment, personalised communication is key. Whether you’re sending invitations, newsletters, or client updates, using the BCC field in Outlook might seem convenient, but it’s far from ideal. A more professional and efficient method is to use email merge, combining the power of Microsoft Word, Excel, and Outlook.
Why Not BCC?
Using the BCC (Blind Carbon Copy) field to send bulk emails has several drawbacks:
- Impersonal: Recipients know they’re part of a mass email.
- Spam Risk: BCC emails are more likely to be flagged as spam.
- No Personalisation: You can’t tailor the message to each recipient.
- Privacy Concerns: Mistakes in BCC usage can expose email addresses.
Benefits of Email Merge
- Personalised Emails: Each recipient gets a tailored message with their name, company, or other details.
- Professional Appearance: Emails look like they were written just for them.
- Efficient Workflow: Automates the process of sending multiple emails.
- Secure and Private: Each email is sent individually, protecting recipient data.
What You’ll Need
- Microsoft Word – to create the main document.
- Microsoft Excel – to store recipient data.
- Microsoft Outlook – to send the emails.
Step-by-Step Guide and Video Tutorial
Watch this short video to see how to do a mail merge in Outlook in real-time
Step 1: Prepare Your Excel Data Source
Create an Excel spreadsheet with column headers such as:
- First Name
- Last Name
- Email Address
- Company
- Any other personalised fields
Make sure there are no blank rows and save the file.
Step 2: Create Your Main Document in Word
Open Word and write your email content. Leave placeholders for personalised fields (e.g., “Dear <>”).
Step 3: Start the Mail Merge
Go to:
- Mailings tab → Start Mail Merge → E-Mail Messages
- Click Select Recipients → Use an Existing List → Choose your Excel file
Step 4: Insert Merge Fields
Click Insert Merge Field and choose the fields from your Excel sheet (e.g., First Name, Company).
Step 5: Preview Your Emails
Use the Preview Results button to see how each email will look.
Step 6: Finish & Send
Click Finish & Merge → Send E-Mail Messages
- In the “To” field, select the column with email addresses.
- Add a subject line.
- Choose HTML format for rich formatting.
- Click OK to send.
Advanced Features
With add-ins like Merge Tools by Doug Robbins, you can:
- Attach files to each email
- Customise subject lines
- Add CC/BCC recipients
- Send from specific Outlook accounts
Check out this video tutorial by Kevin Stratvert for a visual walkthrough. [How to Mai…& Outlook]
Conclusion
Email merge is a powerful tool that transforms bulk communication into a personalised experience. It’s more secure, professional, and effective than relying on the BCC field. Whether you’re a marketer, HR professional, or business owner, mastering how to do a mail merge in Outlook will elevate your email game.
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Written by Anita Lund, Founder and Owner of Trainers Direct Sydney – Anita Lund is happy for this article to be shared or reused, as long as she’s credited as the author.
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