Different Attachments, Multiple Recipients, One Process!
Wondering how to send emails to multiple recipients with different attachments? Perhaps you need to send PDF invoices to your clients. Maybe you’re sending personalized image-based marketing materials. You might be struggling to achieve this due to the limitations of many mail merge tools.
Luckily, Standss EmailMerge makes things simple. EmailMerge is a mail merge add-in designed specially for Microsoft Outlook. Known for its many features, from personalized subject lines to scheduling emails in advance, this mail merge tool is especially useful for sending bulk emails with different attachments.
Why Do You Need a Mail Merge Tool That Allows for Different Attachments?
Sending a mail merge with individual attachments is essential when communicating with multiple recipients who require different files. It saves hours of time, ensures a personalized message, and reduces the possibility of human error compared to manually sending emails with individual attachments.
Even though you’re sending mail merge emails in bulk, the variation in the attached files shows recipients that each message was treated with time and care. This capability is particularly useful in fields like finance, education, human resources and legal work, where emailing clients different attachments is a daily task.
Can You Send an Attachment in a Mail Merge?
Unfortunately, Outlook’s built-in mail merge feature doesn’t let users attach and send different files to different recipients. However, you can use Standss EmailMerge to perform mail merge with individual attachments.
If you’re not an EmailMerge user, you can download a free 30-day free trial (no credit card information needed).
How to Send Bulk Emails from Outlook Using Excel with Attachments
Create a contact (and attachment list) using Excel
To send multiple emails with different attachments in Outlook using EmailMerge, you’ll need to create a list in Excel. This will be a list of the recipients that you want to send the email to, along with the full filename (including the path) of the file you want to send to each person, as shown below.
This Excel file will later be used as a data source for a mail merge with attachments using EmailMerge.
How to create a new Excel Spreadsheet for mail merge:
Step 1:
Open Microsoft Excel and choose Blank Workbook.
Step 2:
In the first row, enter the field names (e.g., Name, Email, etc.). Make sure to include an Email field.
Step 3:
If you’re sending attachments, add a File Path field for each file.
Step 4:
Add more fields if needed.
Step 5:
Save the file and close Excel.
Use EmailMerge to write and send your email from Outlook
Once you’ve installed EmailMerge, you can find it under the Home tab ribbon or through the Standss add-ins tab in Outlook.
How to use your Excel Spreadsheet for EmailMerge:
Step 1:
Open EmailMerge by clicking on it in the Outlook Ribbon
Step 2:
Click on Create a new Merge.
Step 3:
Choose whether to start your mail merge attachment process with a blank email or select an email template (pre-set email) you created.
Step 4:
To proceed with a blank email, select Start with blank email and click Next. You will edit the email body later.
Step 5:
Select the Excel File option from the list and use the Browse button to choose the Excel file that you created.
Step 6:
Click Next.
Step 7:
Select the sheet from the screen and click Next.
Step 8:
Select the correct fields from the drop-downs on the screen (at a minimum, you need to select the correct field for the Recipient’s Email Address)
Step 9:
Click on the Select fields for Attachments/CC/BCC link as shown.
Step 10:
Click on the Attachments tab. Tick the appropriate field with the path and filename of the attachments for each recipient. In this example, the checkbox “Attachments” is ticked.
Step 11:
Click OK to go back, and then click Next.
Step 12:
Select the recipients to whom you want to send this email.
Step 13:
Click Next.
Step 14:
Email Merge will display a list of all recipients you have selected to be added to your current sending list.
Step 15:
Verify and confirm your list and click Next.
Step 16:
Define rules for how Email Merge for Outlook handles missing contact fields to reduce the risk of errors when personalized information is unavailable.
Step 17:
Click Next.
Step 18:
Click on the Go to Email to Edit button to edit the email and click Next.
Creating your Mail Merges
After following the steps mentioned above, a new email window will appear.
How to create and finalize your mail merge:
Step 1:
Write your email content in the Subject and Body of the email, but do not enter anything in the To field.
Step 2:
Insert merge fields (m-Fields) in your email. Merge fields are placeholders that will be replaced with real data when the emails are created in the mail merge process. (In the example, we have an m-field called [First Name] that is later replaced with the real first names from the recipient list.)
Step 3:
On the EmailMerge toolbar, select the field you want to insert from the Field drop-down, then click Insert M-Field.
Step 4:
Add any more merge fields that you want to add to the email (you can add m-fields to the subject or body of the email).
Step 5:
Once done, click Send to go back to EmailMerge.
Step 6:
Preview your emails. The preview shows who the email is going to, the attachment, and any other personalizations that you had set up earlier.
Step 7:
Once your email is ready, click Next.
Step 8:
Configure some sending options and choose the Email Account to send the emails from
Step 9:
Select whether you want the email to be sent out immediately, in a few hours, or even next week (saved in the drafts folder).
Note that as of Version 5, Standss EmailMerge offers an exciting new feature that lets you schedule your merge in advance. Emails are only created when it’s time to send them, keeping your inbox clear and clutter-free so you can stay focused and productive.
The Scheduler also gives you full control with the ability to pause, reschedule, or cancel merges in bulk at the click of a button, as well as easily view what’s scheduled at a glance. You can read our EmailMerge Scheduler blog to learn how it works and discover additional benefits.
Step 10:
Click Finish to let the wizard complete.
Sending multiple emails with different attachments in Outlook is easy with Standss EmailMerge
Thousands of users rely on EmailMerge for Outlook every day to send out their sales and marketing emails. Now that you know how to send bulk emails from Outlook with attachments, join them by downloading our fully functional 30-day trial version. Trust EmailMerge to help you deliver personalized messages to the right addresses, along with different files, with ease.
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