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If you've been following along in this chapter, you know you can create a mail merge with any publication and a list of recipients. Well, you can also do what's known as an e-mail merge. In this case, you're going to be disseminating the publication after the merge has been completed via e-mail, instead of printing it out and actually handing out the publication to people. So we are going to start from scratch with a clean slate here, our brand-new hello nametag, HelloNameTag4, if you've got the exercise files, and down below is where we are going to insert the fields. But we're going to go about it a little bit differently this time.
Let's go to Mailings, and you will notice in the Start group, here we have Mail Merge. It was selected by default, So you don't have to select it. If you want to do an e-mail merge, you can click that button, and now everything we do is e-mail related. But the other option is to click the dropdown. If you've never used this before, why not use the Step by Step E-mail Merge Wizard. When you do that, you'll notice the E-mail Merge task pane on the right-hand side appears, and you're at step 1 of 3, which is to choose your recipients. So in this case, we have the same options, using an existing list, which could be a database file, an Excel file, even a text file with delimiters.
Or you could choose from your Outlook contacts, or create a brand-new list by typing in the info as you create the merge file. Let's go back to our Outlook contacts. It is an e-mail merge after all, so you may have contact information, and it's on to the next step. The link at the bottom will take us to the next step, which is to create or connect to our recipient list. And because we chose a list of recipients, we will be connecting as opposed to creating. You may see a profile name to choose from. You can click OK, and you don't need to log in again.
So you can click Cancel, if you like, and just select your contacts. If you have more than one list, go ahead and select the one you want to connect with and click OK. Now you'll see your mail merge recipients in a dialog box, and you can pick and choose who is going to be included in this particular e-mail merge. If you want to deselect the check box, those people will not be included. And then click OK. So this changes our E-mail Merge pane on the right-hand side to display a list of fields, and now it's time to insert that info into our nametag, so we will click inside the text box, and we will add the first name, which is called First.
We will leave a space by clicking the Spacebar or pressing the Spacebar on your keyboard and choosing Last. So we have got the first and last name. Press Enter to go down to the next line, and let's add the Company name as well. Now we can do some formatting here if we want, like First and Last. It should probably be a little bit bigger, so we will go to the Home tab, and we will just bump that up until it looks right. So we can just click anywhere outside that to deselect, to see what it looks like. Not too bad, and if you click off the file itself, we will be able to see it without any handles.
So this looks pretty good. I like the formatting. We are ready to move on now to the very next step. If you happen to see something asking you to log in, again, you can log in if you like, or just click Cancel to continue. The next step is to create the merge to publication, so we will do that, and you can see in the E-mail-Merge pane here, we can Send an e-mail. We can preview this. We can also print, save a shortcut to our recipient list for future use, or export the list to a new file. And let's say we just want to send it via e-mail. Click Send e-mail.
You can see the Merge to E-mail dialog box appears, and it's going to go to, and you can see Email Address, but if you wanted to, you could choose other options, like faxes, and so on. Let's leave the Email Address showing up in the two fields. The Subject, Event Name Tag. And now we can click on items from this list here to personalize the subject in line. Let's say, Event Name Tag for you and then add their first name in there.
And when you click Send, that's exactly where they're going to see. If it was going to me, for example, the Subject would be Event Name Tag for you David, and you can see my e-mail address will appear in the To field. So I will click Send. You are about to send five e-mail messages. Do you want to continue? When you click OK, they will be sent off using Microsoft Outlook.
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