Use it to select and open the spreadsheet from Step 1.Īfter you click Open, Word will ask you which tab you want to use. Next, click on “Select Recipients” and then “Use an Existing List…” But rest assured this was a meaningful step. Then, find the Mailings tab, click on “Start Mail Merge,” and choose “E-mail Messages.” So, once your spreadsheet is ready, save it in an easily accessible location and open up Word. The truth, however, is that we must do it in Microsoft Word. You might expect us to use Microsoft Outlook to create the email. Step 2: Import the Spreadsheet into Microsoft Word Depending on the purpose of your mail merge, your spreadsheet may contain additional columns, such as appointment times or grades, that contain information unique to each student.įor this example, I’m going to use the same spreadsheet that appeared in my Digital Rubrics project.
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(Google Sheets also a has an option in the File menu to download the sheet in Excel format.)Īt bare minimum, the spreadsheet should have one or more columns representing the recipients’ names and a column with each of their email addresses. Google sheets), you can copy and paste it into a new Excel document. Your spreadsheet must be in Excel format. Just make sure that you’ve got the data you need. You can export it from your Student Information System, create it yourself, ask a colleague for it. It doesn’t matter where the data in the spreadsheet comes from. The secret to achieving a mail merge is a good spreadsheet. (If you’re using a work computer for your mail merge, odds are you’re all set!) Step 1: Find, Export, or Create a Spreadsheet You’ll need to have Office installed on your computer, and you’ll need to already have your email account set up in Outlook. The simplest way to do a mail merge is in Microsoft Office, using a combination of Excel, Word, and Outlook.
Our goal is to quickly send an email out to a large number of recipients while personalizing that message for each recipient. Besides the personalized greeting line, the body of each email includes the date, time, and location for that specific student’s photo. I can tell each of them how many pages they’ve appeared on, show them the actual page numbers as proof, and then encourage them to buy-and only need to write one message (instead of 300)! And one of my favorite uses is to notify seniors of their photo appointments. I use it to contact students who haven’t bought a yearbook yet.
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(It’s a much more professional touch to have the student’s name in the greeting line instead of a rather cold “Dear student.”) The brilliance of mail merge is that every user receives a unique message, based on a template, including information specific to that user.įor example, I use mail merge to send invitations to potential National Honor Society candidates. But if you do, you’ll need to send every user the exact same message. Sure, you can sort of do this with the BCC field on your email client. More importantly, you’ll be able to privately send a personalized email to dozens (even thousands) of users at once!
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Once you know how to do it, you’ll feel like you’ve gained a new superpower. This is far less technical-and far easier-than some of the other topics I’ve covered on this blog, but it is arguably one of the most useful tools in my box. Today, we’re going to talk about mail merge.
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