To use mail merge in Word for emails, put your recipients’ names and email addresses in an Excel table, type the message in Word, then select Mailings > Start Mail Merge > E-mail Messages. Connect the Excel list, insert a First Name merge field, preview the results and send them through classic Outlook. For the keyboard side, see the mail merge shortcuts in Word.
In this guide, you’ll follow the same steps as the video, from building the recipient list to sending every personalised email. The steps are for Word in Microsoft 365, Word 2021, Word 2019 and Word 2016 for Windows.
What You Need Before You Start
Mail merge for emails uses three desktop programs together: Word for the message, Excel for the list of people, and classic Outlook to send the emails. Set up your email account in classic Outlook first.
Classic Outlook Only
The new Outlook for Windows and Outlook on the web cannot send Word mail merges. Switch to classic Outlook before you start.
One Header Row
The column headings must be in row 1 of the sheet, with no blank rows above them.
Watch the Video Tutorial
If you prefer to see this in action, the full video walkthrough is below, showing each method step by step.
Step 1: Build the Recipient List in Excel
- Open a blank workbook. In A1, B1 and C1, type First Name, Last Name and Email Address.
- Under each heading, type each person’s first name, last name and email address, with no gaps between rows.
- Select the cells, then Insert > Table. Keep My table has headers ticked and select OK.
- Widen the columns so everything is readable, then save the workbook with a clear name.
Step 2: Write the Email in Word
- Type the message you want to send. Start with a greeting such as Hi and leave the name blank for now.
Step 3: Start the Email Mail Merge
- Select the Mailings tab, then Start Mail Merge > E-mail Messages.
👉 Word may switch to Web Layout. That is normal; you can return to Print Layout at any time from the status bar.
Step 4: Connect Your Excel List
- Select Select Recipients > Use an Existing List.
- Find your saved Excel workbook, select it and select Open.
- Choose the sheet with your table, keep First row of data contains column headers ticked and select OK.
Step 5: Insert the First Name Merge Field
- Click after Hi and press Space.
- Select Insert Merge Field > First_Name.
- Type a comma after the field.
👉 To check the list, select Edit Recipient List. Untick anyone you do not want to email.
Step 6: Preview Each Email
- Select Preview Results to replace the field with a real name.
- Use the Next Record arrow to check each person in turn.
Step 7: Send the Emails
- Select Finish & Merge > Send Email Messages.
- Set To to Email_Address, type a Subject line, keep Mail format as HTML and select OK.
👉 Classic Outlook sends one personalised email to each person. Check your Sent Items folder to confirm they went.
Common Problems and Fixes
Nothing Was Sent
You are probably using the new Outlook. Switch to classic Outlook and make it your default email app, then merge again.
Email_Address Is Missing
The headers are not in row 1. Move them to the top row, save, and reconnect the list.
Wrong Names Appear
The wrong column was chosen. Select Insert Merge Field again and pick First_Name.
Outlook Asks to Set Up
Your account is not added to classic Outlook yet. Add it, then repeat Step 7.
Quick Tips
Test on Yourself
Add your own email address to the list and send a test merge first.
Highlight Merge Fields
Select Highlight Merge Fields on the Mailings tab to see every field in the message.
Reuse the Document
Save the Word file. Next time, it reconnects to the same Excel list.
Letters and Labels Too
The same steps make letters and labels: see how to make labels in Word.
FAQs
How do I use mail merge in Word for emails?
Make a recipient list in Excel, then in Word select Mailings > Start Mail Merge > E-mail Messages, connect the list, insert merge fields and select Finish & Merge > Send Email Messages.
Does mail merge work with the new Outlook?
No. Word’s email merge needs classic Outlook for Windows. The new Outlook and Outlook on the web cannot send it.
Can I add attachments to a mail merge email?
Word’s built-in mail merge cannot attach files to each email. Put a link in the message instead.
How do I personalise the subject line?
Word sends the same subject line to everyone. Personalise the message body with merge fields instead.
Why does my Excel list not show the headings?
The headings must be in row 1, and First row of data contains column headers must be ticked when you connect the list.
Can I send to only some people on the list?
Yes. Select Edit Recipient List and untick anyone you want to leave out.
Conclusion
Mail merge in Word turns one message into many personalised emails: an Excel list, one merge field and classic Outlook do the rest. Microsoft covers the same process in use mail merge to send bulk email messages.
Printing letters instead of emails? Follow how to mail merge letters in Word. To combine whole files, see how to merge documents in Word.
Related Tutorials
- 28 Essential Mail Merge Shortcuts in Word (Free PDF)
- How to Make Labels in Word: 6 Easy Steps (Quick Guide)
- How to Merge Documents in Word (Combine Word Files): 3 Easy Methods
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