Marketing Campaigns using “Mail Merge”

Outlook is not the best program, it usually requires programming in Visual Basic to get a lot of things done, Which is like having to write your own software…

However, there is a way to use the “Mail Merge” Function in two ways that are useful

Unfortunately, there is no way to use these two ways together without programming in Visual basic

First, to create an email where everyone’s personal information is changed to their own
personal information

For example, instead of sending “dear customer” to everyone, you can send “Dear Mr. Lee” and “Dear Mrs. Huang” to each email address automatically, when you send a group of emails

And you can use it for titles like “Human Resource Director”, addresses, and other personal information you have stored for your contacts

First, in MS Outlook 2007, go to the “contacts” view, and select all the contacts you wish to send a customized email to

Then select “Mail Merge…” from the menu

Select the file you want to merge with, or you select “new” if you want to make the email at that time.

Then MS Word will open up, where you can create your advertisement or email

Then put your cursor where you want the customer names to be, and select “Greeting Line” from the “mailings” menu

Then select the greeting (Dear, To, etc)

Then select the name format, (Mr. Soso, Joe Soso, or Joe, etc..)

Then select what to write if there is no name for an email address in your contacts (To whom it may concern, Dear sir/maam, etc)

Then preview the names by clicking left or right, then click OK

Then click “Preview Results” in the “mailings” menu to see the names, click the arrows to see the changes to each email

Then compose your email and send it

Hint: you can use more than one greeting line in the email, just put it wherever you want it, and click “None” for no introduction or title to the name, then type a name such as “friend” to put in the emails which have no name fields in the contacts information

For example, in the 3rd paragraph, you could write “It’s always a pleasure working with you , Mr. Soso.” which would look like ” It’s always pleasure working with you , friend.” in emails without name fields in the Outlook contacts information

There are many fields to choose from, just select “Insert Merge Fields” from the mailings menu, and choose what best suits your needs

If you are sending your CV to employers, you can simply use the “Mail Merge” function and select your CV as the file, instead of “new” and use the company information you have to customize e-mails with names of HR managers

For this, you will have to make an Excel database for each employer you want to send an email to, and include the name of the contact at the job which the email should be addressed to, then import it to Outlook

In this type of email, you can have one or two “greeting lines” in your email introduction, and you can customize the cover letter of your CV to include one or two additional “greeting lines”

Your final email will convert your CV to HTML format, so you don’t need to include an attachment on your email

Then select “Finish & Merge”

Select “Send E-mail Messages”

Select “HTML” as the format and click “OK”

You cannot use “Mail Merge” in this way if you also want to include an attachment, without doing alot of programming in Visual Basic first

So here is the other way to use “Mail Merge”…

If you want to send everyone an attachment, and in your attached Word document all the names are customized, you will have to send another email with a general statement in the body of the email without “Greeting Lines”, because the customized greeting lines will only be in the attachment.

For example, the body of the email might simply say “Hi, here is the new catalog, as we agreed we would send as soon as it was completed, Please take your time in reviewing it and let us know if you have any questions, Best regards, soso.”; or maybe “Hi, also, I thought I would send my CV in Word format, in case you need it, Cheers”

While the attachment might have “Attn: Mrs. Soso, Food & Beverage Director — Dear Becky, …”, or “Attn: David Lee, Art Director — Dear Mr. Lee, … ”

Then select “Finish & Merge”

Select “Send E-mail Messages”

Select “Attachment” as the Format this time

and click “OK” to send

Hint: Change your Outlook “Send/ Receive” settings to un-check “send immediately when connected” so that all the emails will stay in your outbox.

Then send the first email to yourself, to check that it arrives in good format, without any mistakes or format issues, by moving all your other emails to the “Drafts” folder, then doing a send/receive to your own address, then moving all the emails back to the outbox and then doing another send/receive to send out the rest of the e-mails

Notes:

  • Selecting all contacts in a category will let you choose which email field to send when you click ‘finish & merge’
  • Open the completed word document first and going to mailings and creating a mail merge from a database
    or contacts is easiest
  • Compose emails in word before sending them in a mail merge

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