1. Create your data source file in Excel.

The column headers are the field names for the data:

All the data must be on a single worksheet.

Save the Excel file to a local drive.

2. If you’re doing an email merge, make sure Outlook is your default email program and that it’s open.

On a Mac, open Apple Mail and choose Mail – Preferences – General, select Outlook from the ‘Default email reader:’ dropdown, and then close preferences.

On a Windows machine, go to Settings – Apps – Default Apps and select Outlook as the default for Email.

3. Create your merge document.

1. In Word, create a blank document and go to ‘Mailings’ in the document menu and click on ‘Start Mail Merge’.
2. Select the type of merge you want. For this lesson, we’ll choose ‘Email Messages.’
3. Choose ‘Select Recipients’ and pick ‘Use an existing list…’ to link the data source file you created in Excel. You will receive a security message and another to select the data you want to use. Accept the defaults unless you’ve done something fancy with your source data file.
4. Use the ‘Insert Merge Field’ icon to dd merge fields to your document. along with text.
   
5. Use other options in the ‘Ribbon’ to preview the results, find recipients, or define a range.
6. Send the message by:
   1. selecting ‘Finish & Merge.’
   2. Choose ‘Merge to Email,’
   3. define the parameters for the To: field, the Subject: and how you wish to send the message.
   4. Once you click, ‘Mail Merge to Outbox’ the messages will be sent. If Outlook is not running, the messages will be sent next time it is launched.
   5. On the Mac, you’ll get a warning message: “A script is attempting to send a message…” The message will appear for each email so check the box “Don’t show this again” to complete sending the messages without seeing that message popping up.