Step 1

Open a New Blank Document in MS Word

Step 2

Click on Tools in the menu, point to Letters and Mailings and select Mail Merge

Step 3

From the Mail Merge Task Pane on the right hand side, under Select Document Type select  E-mail messages.

Step 4

Click the link Next: Starting document located in the lower right hand corner of the Mail Merge Task Pane.

Step 5

You will be prompted to Select the starting document.  Click Use the current document.

Step 6

Click Next: Select recipients

Step 7

Under Select recipients, select Use an existing list. Click Browse

Step 8

In the Select Data Source dialog box (MS Word defaults to the My Data Sources folder), locate and select the data source file (the file that contains the email addresses) by clicking of the down arrow after the Look in: box.  Select the file and click Open.

Note: Depending on the type of data source you select, other dialog boxes may appear asking you to provide specific information.  For example: if your data source is an Excel workbook, you will need to select the worksheet containing the data.

Step 9

The Mail Merge Recipients box will open. Select the recipients you want to include.  Click Ok to continue.

Step 10

Click Next: Write your e-mail message

Step 11

In the main document, compose your email message.

Note: It is here that you can insert merge fields where you want to merge names and other information.

Step 12

If you want to save the completed  email message and inserted merge fields, click on File and Save As.  Name the document and then click save.

Step 13

Click Next: Preview your e-mail message

Step 14

To preview the emails click on the arrow buttons.

Step 15

Click Next: Complete the merge

Step 16

To complete the merge, click  Electronic Mail

Step 17

In the Merge to E-mail dialog box, finalize the distribution settings.

In the To: box, verify that Email_address field is displayed.  This ensures that MSWord merges e-mail addresses into the To field of your messages.

In the Subject line: box type the subject you want to use for all the messages.

In the Mail format: box select the mail format you want to use. To avoid being alerted on every record regarding an Outlook security measure, select HTML.

Note: if you choose Plain Text, please see Steps 18 and 19)

Under Send records, select which records(s) you want to include: All or Current Record or select only certain records by entering the appropriate  values in the From and To fields.

Click OK.  The email messages are now sent to your receipients.

Step 18

If you change the Mail Format to Plain Text, the Microsoft Office Outlook Window will appear.  Click Yes to allow Outlook to access and check the email addresses.

Step 19

Another Outlook window will appear. Click Yes to allow Outlook to send emails.

Note: You will be alerted on every record regarding an Outlook security measure.

Once you do this, the emails will be sent automatically and you will not be able to cancel them.