Links you assign to other text, such as Click Here, won't appear or work on the receiving end. About the only thing you can add to a plain text email is a hyperlink and then only if you spell the link out in its entirety. If you're sending the email as plain text, you don't have to format the message at all, as none of the formatting will survive delivery. How you format your message depends on whether you plan to send it in plain text or HTML (Hypertext Markup Language) format. Open Word and type your message, leaving spaces for the merged data. Repeat the process until all of the records are complete. When you're sure the first record is complete, click the Next Item button and click Yes to save the record you edited and display the next record. Be sure to type carefully-you don't have the benefit of Word's spell checker here, and you won't be able to make corrections during the merge process. Enter your personal message in User Field 1. In the record form, click the All Fields tab and choose Miscellaneous Fields from the Select From list. If you plan to include a personalized message for every recipient, you have a little more work. Smith, you'll need to add the appropriate courtesy title before every name. If you plan a more formal greeting, for example, Mr. For example, if you plan only to personalize the greeting-as in Dear John-each record needs to contain only the recipient's first name and email address. Your final data file preparation task is to make sure each record form contains all of the personalized information you want to merge into your emails. When they're all selected, with the right mouse button drag the whole group to your new folder (in Outlook 2002, your new folder will be in the Folder List, under Outlook Today - in Outlook 2003, it will appear in the My Contacts window) from the shortcut menu, choose Copy Here.ĭouble-click your new folder to open it and double-click the first entry to open its record form. Hold down the CTRL key and click each of the names you want to include in your mailing. From the Folder Contains list, select Contact Items and click OK. In the Name box, enter a name for your new folder (something relevant to the merge job, such as Holiday Email Recipients).
From the shortcut menu, choose New Folder. In Outlook 2003, choose View and Navigation Pane (if it's unchecked) and right-click Personal Folders. In Outlook 2002, choose View and then Folder List (if it's unchecked), and in the Folder List, right-click Outlook Today. You can make the recipients' names easier to work with by breaking them out into a folder of their own. Now all your recipients are in the Contacts folder-along with many nonrecipients.
If you have to make another entry, click Save and New otherwise, click Save and Close. Enter the person's name and email address in the form that appears. If you still can't find an address, you'll have to manually enter it: Return to the Contacts folder and click the New button (or press CTRL-N). If you can't find an email address in your Inbox, search through the messages in the Sent Items folder. Right-click the sender's address and choose Add To Outlook Contacts Outlook will add the address to your Contacts folder.
When you find one, double-click the message to open it. Switch to your Inbox, click the From column heading to sort by name, and see if you can find a message from any of the missing recipients.
If any are missing, you may be able to find their all-important email addresses among the messages in your Inbox. Scan it to see if all of your intended recipients are listed. Open Outlook and your Contacts folder (the one actually named Contacts). You already have such a file, or something close to it: your Outlook Contacts folder, which likely contains most or all of your recipients' names and email addresses, and to which you can quickly add any other information your email merge requires. If you have Microsoft Office System 2003, you can use Microsoft Word's relatively new email merge feature together with Microsoft Outlook (not Outlook Express) to merge and send personalized emailsĬreate A Data File From Your Outlook ContactsĪgain, your data file is a file containing the name, email address, and other pertinent information of each recipient of your email. Use Microsoft Word 2003 E-Mail Merge Feature To Send Personalized E-Mails Search MS Office A-Z | Search Web Pages/ Design A-Z Outlook- E-Mail Merge- Use Microsoft Word 2003 E-Mail Merge Feature To Send Personalized E-Mails Home Outlook E-Mail Merge Use Microsoft Word 2003 E-Mail Merge Feature To Send Personalized E-Mails