Outlook mail merge tutorial

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In this video my Marketing Manager Marija answers a question from one of my blog readers, Anil, who asked how to do a mail merge with Outlook:

"Dear Evan,
I regularly get your newletter and enjoy the great content. Can you give a demo of how you do the mail merge to send out newsletters please.

Thanks and regards
anil"

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Closed Caption:

hi everyone and welcome to a very
special edition of ask Evan here with
Maria today we're going to answer a
question from one of our readers and
Nell Nell sighs dear evan i regularly
get your newsletter and enjoy the great
content can you give a demo how you do
the mail merge to send out newsletters
please
unfortunately evan has switched from
outlook to gmail therefore i will be
doing the demo with you today however to
make things a little bit more
interesting instead of doing a
newsletter we're going to do a mail
merge for my website party so what
you'll need is a word document an Excel
document and obviously i look to send
your mail march so the first thing I'm
going to do is show you my invitation
which is my word document and i'm going
to read it for you and show you where
we're going to place the placeholders
which is going to be found in our Excel
document sorry about that
so it says dear and is blank so we're
going to place the first place holder
here you are cordially invited to
maria's website party once you arrive at
the party you will receive receive a
name tag which will indicate your
website so here is going to be the
second place holder once you receive
your nametag please receded in section
blank so here we're going to place the
third place holder if you have any
questions please feel free to contact me
i'm looking forward to seeing you soon
chairs Maria so what I'm going to do now
is show you my excel document which has
our for placeholders and knowing the
word document i only said there was
three but you always need to add an
extra place holder which is going to be
the email address which are sending to
the recipients receiving your mail merge
so the first place holder is going to be
my guest
then it's the second one is website and
the third is the section where my guests
are going to be seated
so once you have your Excel document
ready you're gonna save it to a place
where you're not gonna forget you're
giving me this writing is you're going
to save it and close it if you don't
close it is not going to work properly
then we're going to go to a word
document and we're going to open tools
and go to mail merge manager I know for
some of you that have windows instead of
mac it may look a little bit different
but if you follow the steps you will
have a successful memory I promise
so the first step we're going to do is
click create new and since I already
clicked on this before you're going to
click on form letters
step 2 as you're going to get your list
and the list is your excel list so
you're going to open data source and go
to a party invitation that's the name of
my excel document and click OK here it's
going to ask you which she you want to
use because you can have multiple sheets
and Excel document choose a card sheet
and you want the entire worksheet cell
range you're going to click OK and then
we're going to go to step 3 where the
four placeholders are shown so now what
I'm going to do is make sure my spacing
is correct because once you send a mail
merge two I don't know fifty a hundred
thousand people you wanted to look
really nice
so I'm going to make sure my spacing as
well and i'm going to add in the guests
information here
we're going to add in the website
information here and lastly their seed
section also just a quick note here when
you're making your Excel document make
sure you give each section of your place
holders of precise name for example I
could have named guest whatever but it
would have been harder for me to know
which place where to place where
depending on how many placeholders
you're going to be using when you send
your mail merge so once i'm putting my
three placeholders going to go to step 4
and also remember we're going to ignore
step a placeholder number four which is
the email address so number four you
have a filter option here it is let's
say you have a party and you're invited
50 people and you're only sure about 40
the other ten you can click options and
make sure that you keep them out of the
mail merge the next option is the
preview results this is my favorite if
you click on the CC button or view merge
data you can actually see all your place
holders so it doesn't just show the
title shows the actual information and
then you can go through each of your
recipients and make sure that the
spacing is correct name is spelt right
to correct website etc if you're happy
with that you're going to go to the last
step and complete merge so you're going
to click on the button that says
generated email messages and here is
where we're going to place our fourth
and very last place holder email because
you wanted to email them going to put a
subject my
ready and here you have an option to
send as text attachment or HTML message
I usually prefer to send it as an HTML
message because I have pictures and
banners and my signature and I want two
people to see it but if you don't
preferred pictures to be showing you can
always send it as a text so i'm going to
choose HTML message here and then you're
going to click on mail merge to outbox
so pretend you click on that if you go
to your outbox and click on your sent
items you will see your list is slowly
starting to build up and all the
recipients on your list will be
receiving the email so once you're
finished you can close this and your
recipients will have their email and i
hope you guys enjoyed the video and I
hope it was very simple if you have any
questions please please please feel free
to comment below and i'll respond to you
as soon as i can thanks guys
yeah
yeah