Using Mail Merge in Microsoft Word to Send Bulk E-mails

Using Mail Merge in Microsoft Word to Send Bulk E-mails


With a customer file created through the Marketing Tools function of Retailer, you can send a mass e-mail to those customers using the Mail Merge function in Microsoft Word.

Create a Customer File

Before performing the mail merge, you will need to create a list of customers through the Marketing Tools function in Retailer.

To make the process easier, we recommend performing all the steps below on the same computer.

For more information about creating the customer file, click HERE. 

Mail Merging Emails

  1. Open Microsoft Word.
  2. Click on Mailings -> Start Mail Merge -> Step by Step Mail Merge Wizard.
    The Mail Merge panel will appear on the right side of the window.
  3. Select Email Messages.
    Then, click on Next: Starting document at the bottom.
  4. Select Use the current document.
    Then, click on Next: Select recipients at the bottom.
  5. Select Use an existing list.
    Then, click Browse.
  6. Navigate to and double-click on the customer file that was created.
  7. You will be shown the list of customers.
    Click OK.
  8. Click on Next: Write your e-mail message at the bottom.
  9. Type up your email message.
    You can add the customers' details within the message using the steps below:
    • Click your cursor in the document at the point where you want to insert the customers’ details.
    • Click on More Items on the right. You will see this screen:
    • Double-click on the field that you want to add to the message.
      Alternatively, click on the field and then click Insert.
    • Click on Close when you have finished inserting the fields.
    • Repeat as necessary.
  10. Click on Next: Preview your e-mail message at the bottom.
    You can cycle through each customer's message by clicking on the arrow buttons. 
  11. Click on Next: Complete the merge at the bottom.
  12. Click on Electronic Mail.
    • In To, select Email_Address from the drop-down box.
    • In Subject Line, type in the subject of your email.
    • For Mail Format, select HTML from the drop-down box.
  13. Press OK and the emails will be sent to Outlook.
  14. Save your document for use next time you want to send these emails.