Mail Merge Video
Below is a video on how I set up a mail merge email to students.
Outline of how I set up the mail merge.
1. Have outlook open and open a new word doc
2. Use an excel spreadsheet like the one below (data hidden for privacy reasons):
2. Use an excel spreadsheet like the one below (data hidden for privacy reasons):
5. Then search for the location of your existing list which is an excel spreadsheet like the one at the beginning of these instructions with the students email addresses, names, usernames, passwords that you want emailed.
6. A dialogue box like the one to the right appears. Select the desired document; If the excel sheet had multiple tabs select the tab that has the data you require for the mail merge. Then click ‘OK’
7. Selecting ‘edit recipient list’ allows you to exclude recipients if required by unticking any relevant boxes.
8. Now
to put together the email to send go back to your blank ‘word doc’ and type a
salutation such as ‘Dear’ then click on ‘mailings’ à ‘insert merge field’à then select ‘first name’ then click ‘insert’.
This will then put the students name into the email.
So far the email message in the word document looks like this:
9. Then type the next part of the message. In this case I am typing “your weebly account user name is”……then click ‘insert merge field’ and select ‘username’
Then type “your weebly password is”….then click ‘inset merge field’ and select ‘password’
The message in word now looks like:
Then type “your weebly password is”….then click ‘inset merge field’ and select ‘password’
The message in word now looks like:
10. Now finish the message off:
11. Next click ‘mailings’ --> ‘preview results’ to see how the email will look and make any necessary adjustments.
My message with my first student’s details, after making some minor adjustments looks like (with some of the username and password blocked out):
My message with my first student’s details, after making some minor adjustments looks like (with some of the username and password blocked out):
12. Now ‘unselect’ ‘preview results’ then click on ‘mailings’ --> ‘finish & merge’ --> ‘send email message’
13. Now enter a subject line into the dialogue box that appears and ensure the ‘To:’ field has selected the name of the column in your excel spreadsheet that has the students email lists in it; click ‘ok’ which sends individualised emails to each student.
Below is my ‘outlook’ sent items box showing emails sent to students:
Note: the public version of this site has had videos and images removed that would compromise privacy including on this page.
Note: the public version of this site has had videos and images removed that would compromise privacy including on this page.