Outlook Mail Merge

Using outlook 2010 mail merge option to create a personalized newsletter

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Closed Caption:

welcome to the outlook 2010 mail merge
system
this is in case you want to send out
something like a newsletter or multiple
emails so that it doesn't appear that
it's coming
not just like the blind carbon copy so
it doesn't appear as though it's being
sent to you and from you by you or
whatever it's just a single type email
sent to one person or it will appear as
though it's being only sent to one
person
all right
the first step we need to do as we click
on our contacts down here and i've only
got two at the moment so it may be
different for you
next we need to click on file options
advanced and then click on export
next we click on export to a file select
Microsoft Excel 97-2003 i found this to
be the most effective and easiest edit
in case you want to click next select
contacts
click Next browser you want to call it
and then i might call this group one
click Next say finish
it will export it say ok and now what
you've done is you've taken your entire
contacts list and export it to an excel
file here if you want
since i've named the crew will group one
you can actually add up for edit it so
we can actually go into our file open up
Excel and now we have our accounts and
now if you'd like you can actually sit
here and edit and delete the ones you
want to be shown or don't want to be
shown so you can have these custom
groups
styling another option to do if you're
familiar with access is to create an
access and just edited out there but for
everybody else I suggest using the xls
file it all organized much better for
you
the next stage is to begin the mail
merge
so we click on mail merge it says all
contacts and current view will leave it
as is because we're going to change that
to use our xls file that we just created
and then under merge options we select
form letters if it's not already
selected and then merge two we want to
merge to an email and then the message
subject line
whatever you want to call it for this
we're going to call it newsletter layout
test and say okay all right now what
happens is you get a word document
opened up and this option
it shows you that you can have envelopes
labels create if you want anything
special but we're going to create our
email newsletter
so first what we're going to want to do
is we're going to want to select our
recipients who were going to send this
to and you can click drop down or you
can just click the click the button
itself so i want to select precipitants
and I want to use an existing list
you can also use it from outlook if you
want to set select them separately but
you cannot select a group from outlook
that's the one drawback
so let's go to our downloads we have our
outlook contacts group we open that up
we say okay and just to make sure that
import of it we click Edit recipient
list and it shows us that we have added
our recipients
now we say ok and let's begin designing
our newsletter
so the first thing we're going to want
to have is possibly a to or from so
let's say a greetings line
dear mr. so and so ok here's a greetings
line and then we might want to address
block say okay I anything else you want
to add you click here and add it to the
next thing you can also see a preview
results
so we see a preview and it says dear
so-and-so gmail gmail preview results
all right again here preview preview all
right
next what we want to do is we want to go
back to our home tab or Home tab gives
us the basic word layout options and for
this example I'm going to say title and
the title i'm going to give it a header
effect to it
next I'm going to say ok well how much
how do i want to lay this out
usually you wanted in columns or rows
the best thing to do for this is to go
to insert tab and then click on the
table and lay everything out in a table
concept
so for this example I'm going to use a
two by two table and then i'm going to
say okay well I want some
I want an image here alright so let's
add a clipart image and we're going to
use flowers so I drag and drop the
flowers in there and then i'm going to
go well this flower i wanted to have a
description so
about this photo
and then we put in text and i'm going to
use dummy text right now which I go to
lift some . com
we'll just grab some text out of nowhere
and say copy back to it and this I
wanted to have
about this photo all right now on the
next line
I want to add and say a shape so adding
the shape
or better yet let's just add in some
texts are let's face it again
let's copy our texts before copy paste
and let's say we want to add in some
text or a specialized text so we got to
insert
word art your text here or about flowers
or flowers
all right
that wraps up our layout let's close
this and then what we need to do next is
go back to our mailings and then under
mailings we click finish and merge but
before we do that let's make sure we
don't see our border lines so i'm going
to click on this and go to either
right-click or go to design and then i'm
going to remove the boards or better yet
add horizontal but i prefer to just
remove the borders entirely
no bars
ok then you actually one border
ok so we have just a left border at the
moment go to mailings and let's preview
this
alright so now our precipitants will
receive an email that looks like the
following
I can't always guarantee that the
stylized texture will show up correctly
it's best to actually create your custom
text and then to add a text effect to it
but we'll see how that turns out
back to mailings click on finish and
merge
click on the drop-down don't click
finish and merge otherwise you'll get
possibly a print or fax something we
want to do send email messages
so we do that email address HTML and we
say okay now down to the bottom here you
see it's sending out mail
and then what we're going to do is we're
going to log in
and we've received our letter from show
that's the email account were using at
the moment
and there you go there's your email your
newsletter however you want it laid out
again like I said the best thing to use
is tables and just to hide the borders
ok we'll throw that away go back to this
and you can save this if you want or
create a new document prior to this you
don't have to actually create the
document when you want to send email you
can actually create prior to that and
then when you want to send it you can
just say well this is the document i
want to use that was on the options when
it said open that wraps it up thank you
very much for watching