How To Send Email Newsletters from Microsoft Outlook

By: Standss Contributor , Jul 19th, 2022

Sending out email newsletters is still one of the best ways to stay engaged and updated with your customers. You get a chance to build direct relationship with your customers and use this opportunity to generate more leads, share awesome content and boost sales.

There are many ways to create email newsletters. To get more professional results, you should consider using Outlook add-ins like EmailMerge.

Work photo created by freepik –
Download EmailMerge for Outlook and contact a large number of people with a customized personal message in a breeze.

In this article, we will show you two methods of creating newsletters, the first one is using only Microsoft Outlook and the other one is using the EmailMerge addin (the recommended method).

Sending a Newsletter in Outlook Without EmailMerge (Not Recommended)

The first step is creating a template that you can use every time you need to send out newsletters. This template will define the overall structure of your newsletter in terms of background and font selection. All you need to do is replace certain elements like text and images when you need to send your email.

  1. In Microsoft Outlook go to File > Options > Mail.
  2. Click on Stationary and Fonts > Theme.
  3. Chose the theme you want to use and then click Ok to exit the dialog box and return to the main Outlook window.
  4. Click on New Email. A blank email will open up with attributes you have defined in the theme. Use this email to craft your newsletter template. Create headings, sections and body text that you can modify later.
  5.  Once your template is done, click on File > Save As. In the Save As dropdown chose Outlook Template. Give your newsletter a name and then click Save.
  6. After you have done this return to Outlook’s Options and reset the theme to default, or all future emails you send will have the theme applied to it that you used in the newsletter.

Using the Newsletter Template

To use your newsletter template, click New Items > More Items > Choose Form.

In the Choose Form dialog box, select User Template in File System. Select the template that you have created previously and click Open. Once your template is opened, you can customize it.

Creating a Mailing List for your Newsletter

To send your newsletter you need to create your email group through the Contacts feature in Outlook. Once your email group is created, to send the newsletter just enter the name of the email group in the BCC field (to ensure the privacy of other email addresses).

That’s it, you’ve just sent your newsletter. However, were you able to:

  • Create personalized emails for each one of your recipients
  • Send personalized attachments
  • Send Immediately or Schedule for Delayed Delivery
  • Track open rates for your emails

Definitely Not!

To be able to do all of the above, you need EmailMerge for Outlook.

This is how EASY AND EFFORTLESS it is to send out newsletters using EmailMerge.

Sending a Newsletter using EmailMerge for Outlook (The Recommended Method)

Step 1: Install EmailMerge in Outlook. Download EmailMerge and install it on your computer (close Microsoft Outlook before you install).

Step 2:  Once you’ve installed EmailMerge, you can find it under the Home tab ribbon or through the Standss addins tab in Outlook.

Step 3: The next step is to start your email campaign. Here’s a video tutorial that clearly explains how to use EmailMerge. If you prefer to written instructions, please refer to this blogpost-[Mail Merge] How to send out Personalized Emails directly from Outlook

Step 4: Add an Unsubscription link to your email so that people who wish to stop receiving emails from you can do so easily. This is also to ensure compliance with the CAN-SPAM act. Refer to this blogpost which shows how you can add an unsubscription link in your emails using EmailMerge.

How to add an Unsubscribe Link in Your Emails (CAN-SPAM Act & GDPR compliance)

Not only that EmailMerge allows you to do even more

You can painlessly:

Personalize the Subject Line or even Have Red subject lines for high priority emails

Create and manage your email templates

Have personalized links for each one of your recipients

Sending Out Unique Attachments to each Recipient using EmailMerge

Send out Surveys in a few easy steps

Mail Merge with To and CC or BCC fields in Outlook

What are the benefits of using EmailMerge?

Using EmailMerge you can equip your Outlook with helpful features and transform it into a powerful newsletter platform.

These features not only allow you to send newsletters but also other personalized emails like sales emails, invitations to events and holiday emails.

Let’s see what are the benefits of EmailMerge:

1. You can Agilely Personalize your Newsletters

Email personalization is more than a clever marketing strategy now. Recipients who see their name in the newsletter are more likely open and read your email. This makes your customers feel more valued. Instead of seeing something like “Dear Sir” or “Dear “Madam” your recipients will see something like “Dear Tim” or “Dear Alison”. This leads to higher open rates and increases the performance of your newsletter campaigns.

2. It provides Practicable Insights into your campaigns

EmailMerge allows you track the performance of your newsletters and merges in terms of open rates.  You will receive an instant notification whenever someone opens your emails. Important information like what device they used, what time they opened your email and what was their location.

Tracking requires subscription to EmailCaddie.

If you purchase the Pro version of EmailMerge or Pro + SalesForce version, EmailCaddie will be included in your purchase. Please note that the Standard version of EmailMerge does not include the tracking of your newsletter.

3. EmailMerge allows you to Schedule your Emails

If you have watched the first tutorial video you would have noticed that EmailMerge supports email scheduling and this done via the scheduler in EmailMerge.

One important aspect of sending newsletters is sending them at the right time and without a hitch you can do this EmailMerge.

4. It Makes Handling Mailing Lists Easier

EmailMerge makes it easy for you to send large number of personalized emails using your existing Outlook contacts, Excel lists, Salesforce contacts or Access Databases.

You don’t have to do anything manually. Just select the source where your recipient’s contact information is stored. This aspect was also covered in the tutorial video above.

You’ve seen what EmailMerge can do for you.

Why not try a free trial for 30-days.

EmailMerge for Outlook

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