How to Email Merge from Excel and Outlook

By: standss , Nov 9th, 2016

Do you have a list of email addresses in Excel to whom you want to send emails? Here are step-by-step instructions on sending out personalized individually-addressed emails to each person.

Step 1: Make sure that your data is correctly setup inside Excel

Check your spreadsheet to ensure that it has data similar (it doesn’t have to have exactly the same columns) as below. Things to be careful of are listed under the image.


The first row should have the names of columns/fields. You can have just one field (Email address) or as many different fields of data as you want.

You need to (obviously) have the email address in one column.

Rows after the first row will have the actual data.

Step 2: Install Email Merge for Excel

EmailMerge for Outlook is the fastest, easiest and safest way to send out personalized emails using data in Excel. You can try it free for 30 days.

If you haven’t done so already, download and install Email Merge for Outlook.

If you have installed the software properly, you should see the EmailMerge button on the ribbon inside Outlook.

Merge button

Step 3: Click on the Email Merge button inside Outlook(shown above) to open the Email Merge menu

Merge menu

Click on “Create a new merge”

You can start your email merge process with a Blank email or using an Email template (pre-set email) from the list. Make a selection and click Next.


EmailMerge can use data from many sources including from inside Outlook and Excel. In this case select “Excel File” and then select the Excel file you want to use.


Step 3: Where are your Contacts?

The screen will now show you a list of all the sheets in your Excel workbook.


Select the sheet in which your contacts are and Click Next

Step 4: Who do you want to send this e-mail to?

The screen will display all the contacts on the selected sheet.


Select (tick) the people to whom you want to send this email and click “Next”

Step 5: Confirm Your Mailing List

EmailMerge will display a list of all contacts you had selected to send your email to.


If you need to make any changes, click on the “Back” button. Otherwise click “Next” to continue with the remaining steps of the Wizard.

The remaining steps of the EmailMerge Wizard allow you to:

  • Preview how each customized email will look on both computers and mobile devices
  • Send all the emails at once or in smaller batched.
  • Send the email immediately or scheduled at a later time or date
  • Track opens and clicks on your emails
  • Choose the account to send the email out from… and much more

Click “Finish” to send out your emails.

EmailMerge for Outlook is the fastest, easiest and safest way to send out personalized emails using data in Excel. You can try it free for 30 days by clicking on the image below.


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