You could send a test to a small data sample. Choose “Preview Results” and scroll through a sample to check they are what you are expecting. “First Name”, these fields must match the “Headings” in your data source. On the Mailings tab, in the Write & Insert Fields group, choose Address Block and you can insert the address block using the format you want i.e.

Add “Merge” fields to personalise the email.

If you are sending to everyone in the list go to step 5, otherwise you can edit the list. From the “Mailings” tab, choose “Start Mail Merge”, choose “Select Recipients”, and then choose an option, i.e.

Link your email message to the mailing list.

You can use an Excel CSV, or Excel Xlsx files, or an Access database, or Outlook contacts/Office Address List. Make sure you use the first sheet for your Data and that there is a “Heading” for each column and the email addresses are correct.

Prepare your mailing list using an Excel spreadsheet.

From the “Mailings” tab, in the “Start Mail Merge” group, choose “Select Recipients”, and then choose the “E-mail Messages” option.

Starting in Microsoft Word, prepare the email you are going to send by typing the message you’ll send or by copying it in from an existing document.

No attachments can be sent in a mail merge.

No more than 10,000 emails can be sent from a single mailbox in one day.

There are also some very good instructions from Microsoft available, and the links to these and to some more in-depth training from are at the bottom of this page. You will need Office 2016 with Outlook 2016 installed on your computer, so ask the ICT service desk if you are unsure by calling 01522 886500 or emailing the instructions below to set up your first mail merge. It has the tools to send bulk email as individual and personalised emails. To start putting together a mail merge, Microsoft Word (not Outlook) is the program to use.

Wps office 2016 mail merge