Mail Merge Excel To Outlook

Before you begin, open a blank document in Word and type the body of the email message you want to send. To send an email, a MAPI-compatible email program like Outlook or Gmail needs to be installed. Step 1: Prepare your main document Go to Mailings Start Mail Merge E-mail Messages. In this tutorial you'll learn how to link Excel data to Word using Mail Merge. This way you can create a batch of documents like personalized emails, letters. In Mail Merge Recipients, clear the check box next to the name of any person who you don't want to receive your mailing. Note: You also can sort or filter the list to make it easier to find names and addresses. For more info, see Sort the data for a mail merge or Filter the data for a mail merge. Insert a merge field.

Sending email from a mail merge

The traditional method for creating a mail merge in Outlook is done with 2 tools, Microsoft Outlook and Microsoft Word. This method is longer than the professional one thus, it eats a lot of time. This method relies highly on Microsoft Word so make sure you have the latest version of it.

So, I was recruiting research participants for a study and realized that I wanted to send them reminder messages to tell them to come to the lab for the days/times they signed up. However, I didn't want to write a bunch of emails by hand. I went back to my old friends - Word and Excel to do an email mail merge. I wanted the messages to go out on the day of the scheduled appointment - at something like 6:00 AM, but I'm usually sleeping then - so I thought Outlook could help me with that. Uh... well... kinda.

Outlook mail merge excel list outlook 2016

Here are the steps for the email merge

  • Create an Excel spreadsheet with the names, email addresses and other information (mine had the date and time for the appointment
  • Do a mail merge with Word, setting up all of the fields EXCEPT for the email address
  • Execute the merge - Word will ask you for the email address's field

So, I was able to get Word and Excel to fire off an email to my list of people, but couldn't get it to delay the sending of the email. My work-aroud? I set up an outgoing email rule to delay the sending of the email. The rub is that it would only delay the email by a number of minutes, as long as that number of minutes was less than 120.

Here are the steps for the mail rule to delay 120 minutes

In this article, we are going to learn how to automate the mail merge by using the VBA in Microsoft Excel.

Mail Merge: - This is the source to merge the data’s information into text and then print the document. To perform such operation, we use Microsoft Word.

Let’s understand with a simple exercise:-

We have a letter format in Report sheet, and we want to apply mail merge through VBA in which we want to change the letter details as well.

We have 2 sheets. 1 sheet contains data with details to whom we want to give letters. In first data, column A contains Name, column B contains street address, column C contains city, column D region, and column E and column F contain postal zip. There is one command button to move in the report sheet.

2nd sheet is having the letter format with 2 command buttons; one button to move on the data sheet and second command button is to work for mail merge

Firstly, we will write the VBA code for command button of Main Data. We need to follow below given steps:-

  • First we will insert command button in the worksheet.
  • Go to Developer tab and then insert Command button from Activexcontrol.
  • Rename the Command button with the name “Letter” , and now assign below mentioned macro:-

Private Sub Main_data_Click()

Worksheets('Report').Activate

Range('A19').Show

End Sub

Now, we will insert the second command button in the Report sheet and assign the macro to move on the first sheet. We need to follow below given steps:-

  • Rename the Command button with the name “Data” , and assign below mentioned macro:-

Private Sub CommandButton2_Click()

Worksheets('Main_Data').Activate

Range('A1').Show

End Sub

Now we will write the main code for mail merge by following below given steps:-

Insert the command button and rename it as “Letter Print”, and then assign the below mentioned code:-

Private Sub CommandButton1_Click()

Dim StartrowAs Integer, lastrow As Integer

Dim MsgAs String

Dim TotalrecordsAs String

Dim name As String, Street_AddressAs String, city As String, region As String, country As String, postal As String

Totalrecords = '=counta(Main_Data!A:A)'

Range('L1') = Totalrecords

Dim mydate As Date

Set WRP = Sheets('Report')

mydate = Date
WRP.Range('A9') = mydate

WRP.Range('A9').NumberFormat = '[$-F800]dddd,mmmm,dd,yyyy'

WRP.Range('A9').HorizontalAlignment = xlLeft

Startrow = InputBox('Enter the first record to print.')

lastrow = InputBox('Enter the last record to print.')

If Startrow>lastrow Then

Msg = 'ERROR' &vbCrLf& 'Starting row must be less than last row'

Msgbox Msg, vbCritical, 'ExcelTip'

End If

For i = Startrow To lastrow

name = Sheets('Main_data').Cells(i, 1)

Street_Address = Sheets('Main_data').Cells(i, 2)

city = Sheets('Main_data').Cells(i, 3)

region = Sheets('Main_data').Cells(i, 4)

country = Sheets('Main_data').Cells(i, 5)

postal = Sheets('Main_data').Cells(i, 6)

How To Do Mail Merge

Sheets('Report').Range('A7') = name &vbCrLf&Street_Address&vbCrLf& city & region & country &vbCrLf& postal

Sheets('Report').Range('A11') = 'Dear' & ' ' & name & ','

CheckBox1 = True

If CheckBox1 Then

ActiveSheet.PrintPreview

Else

ActiveSheet.PrintOut

End If

Next i

Mail Merge Excel To Outlook 2013

End Sub

Code Explanation: - First, we will define the variables then we will define the date and date format, then we will define the last row and start row. Then we have created message box for transmitting the message. Then we will define the data and range that we want to capture in letter.

  • To run the code, press key F5 on the keyboard.
  • Then you have to enter first record point. After that, you will get new message box to enter the last record of point.
  • And, then you will get the below shown document

Mail Merge Excel To Outlook With Attachment

  • Letter will get updated according to the mentioned details in main data.

Mail Merge Excel To Word

This is the way we can automate mail merge through VBA in Microsoft Excel.