Mail Merge for Outlook: What are the benefits of Mail Merge

By: Standss Contributor , Mar 13th, 2023

According to a research by  McKinsey & Company, seventy-six percent of consumers said that receiving personalized communications was a key factor in prompting their consideration for a brand.

Sending personalized emails to your contacts will drive performance and better response rates.

Using mail merge in Outlook allows you to create a large number of personalized email messages for each recipient. It is a useful feature when you want to send the same content to different recipients but want to customize some parts of your message for each recipient.

There are two main components involved in a mail merge- an email template which contains the main content and a data source that contains a list of recipient information that can be used to personalize the message. The data source can be an Excel spreadsheet, a CSV file, or a database.

You can easily perform mail merge from Outlook using Word and Excel. If you don’t want to endure the hassle of using three different tools and wish to effortlessly send mail merges directly from Outlook, you can use EmailMerge for Outlook.

Here are the benefits of using MS Outlook to do a mail merge:

1. Personalization and Customization

Mail merge allows you to personalize each email or document by inserting specific information, such as the recipient’s name, address, and other relevant details. It simplifies mass email communication by making it quick and efficient to send out a large number of emails without having to manually compose each one of them.

2. Shallow Learning Curve

Doing mail merge doesn’t require you to learn how to set up a complex email marketing platform and just by following a few simple steps you can execute your mail merges. A mail merge software like EmailMerge simplifies the process of doing mail merges from Outlook.

3. Saves Time

By automating the process of creating and sending personalized emails to a large group of recipients, mail merge can save businesses a significant amount of time and effort.

4. Easily Edit your Emails

It is easy to edit your emails as the change made in your main message is reflected in the emails meant for other recipients. Mail merge ensures accuracy by eliminating the need for manual entry, which can result in errors.

Mail Merge vs Email Marketing: Which is right for you?

Mail merge and email marketing are both used for sending emails to multiple recipients, but they serve different purposes and have different features. Here are some key differences between the two:

Target Audience- Mail merge is typically used to send personalized emails to a specific group of recipients, such as customers or clients, whereas email marketing is used to reach a broader audience, such as prospects or subscribers.

Automation: Email marketing often involves automated campaigns that are sent based on a predefined schedule or trigger, whereas mail merge is typically a one-time or occasional event.

Tools: Email marketing often requires the use of specialized software or tools, such as marketing automation platforms, whereas mail merge can be done directly within your email client like Outlook.

Mail merge is more suited for sending personalized emails to a specific group of recipients, while email marketing is better suited for reaching a broad audience with a standardized message.

If you are a business that needs to send out customized emails to your clients you can use EmailMerge for Outlook to send marketing emails, newsletters, invites, announcements and much more.

Use EmailMerge to send Mail Merges from Outlook

EmailMerge is an add-in that you can use to send bulk personalized emails directly from Outlook. It is ideal for sending business updates, newsletters, proposals, and other emails meant for multiple recipients.  EmailMerge makes it effortless to personalize subject lines, email body, links and attachments to make your email as convincing as possible. It has a user-friendly interface that makes email personalization and automation a lot more easier. 

You can use your existing Outlook contacts, Excel lists, Salesforce contacts or Access Databases.

This allows you to improve your lead generation process by increasing your ability to send personalized emails to your prospects thus, improving your sales opportunities

EmailMerge can turn your Outlook into an email marketing and cold email platform without any complex set-up making it easier to learn and even use. It naturally fits inside Outlook, adding just one button to the Outlook ribbon.

One of the biggest benefits of using EmailMerge is that since you are using your own Outlook account your emails have a high chance of hitting the recipient’s Inbox rather than the spam or junk folder.

Know when your recipients open and click your emails by using EmailCaddie with EmailMerge. By using EmailMerge (inclusive of EmailCaddie) you can instantly know who opened your email.

EmailMerge has powerful features that will increase your productivity like:

  • Scheduling your messages
  • Send a mail merge with personalized attachments to each recipient
  • Adding an unsubscribe link for improved compliance with laws like the CAN-SPAM Act
  • Using a template for frequent emails
  • Automatically add bounce-backs to a Do-Not-Send List
  • Segmenting your mailing list

For more information, please contact

EmailMerge for Outlook

Image Credit:

Image by yanalya on Freepik

2 Replies to “Mail Merge for Outlook: What are the benefits of Mail Merge”

  1. How much does mail merge for outlook cost????? Why don’t you tell recipients this relevant piece of information in your emails????

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