Have you ever wondered how to email a bunch of people the same thing and have it personalized to each recipient? Do you ever wonder how big companies or stores send you emails with their stuff, and it’s the same exact thing that they send to millions of people, yet it says “Hello Andrew X” ?
Microsoft Outlook, as well as many other programs I’m sure, can do that for you.
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You can have as many contacts as you want, and have one basic email you want to send, and personalize it to whatever you want, for as many people as you want. This process is called e-mail merge, and to do it, you’ll need an excel file with names, and emails, and maybe any other info, and a word document where the actual email is typed and ready to be sent.
In Microsoft Word, you can go to the tools section and click on start email merge. It will ask you to place the different “fields” in your word document. It will show like this: <field 1>, <field 2>, etc. You place them wherever you want to match the personalized item or word, with each field.
So for example, I want to have the first match field to be the first name of every person in my contact list, so my email will show like this:
Dear <field 1>,
That would mean that field one would be everyone’s name. And so on and on, you can have specific fields for other things like dates, age, etc.
In the excel sheet you need to have the information of those you want to send the info to. And give each column a title like : First name, Last Name, e-mail, etc. You then go to the word document, and click on “Merge fields” and it will ask you to seek the info from where, that’s when you link your excel sheet to your word, and then merge the fields… Field 1 means first name, field 2 means last name, and so on.
Once the fields are merged, you click on finish, merge and send, and BAM. Every single email you sent was exactly the same except for the customized fields you matched, giving a personalized touch to a very massive attempt of communication.
Depending on your computer and internet’s speed and also in the amount of people you are sending your email to, your merge can take from a couple of seconds to a couple of minutes. If you have a fast and efficient computer, the merge shouldn’t take more than a couple of seconds, and if it takes longer, you can still work on your computer doing something else while the emails are being sent.
Make sure you are 100% clear that there are no mistakes in your email, or else, hundreds and hundreds of emails will be sent to those in your excel sheet with a mistaken personalized message.