Last week I have updated to Windows 7. Then, I typed a message using Word 2010 and sent it through Outlook. But it says, “Cannot send merge mails”. How can I resolve this issue?
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- Select the Contacts folder containing the contacts that you want to send an email to.
- Select the contacts that you want to email to or apply a filter to your view so that only the contacts that you want to address are visible. The easiest method would be to make a selection based on categories (provided that you have assigned the same category to similar contacts) by sorting your Contacts folder By Category;
- Outlook 2002/XP and previous
View-> Current View-> By Category
- Outlook 2003
View-> Arrange By-> Current View-> By Category
- Outlook 2007
View-> Current View-> By Category
- Outlook 2010
tab View-> Change View-> choose the “List” or “Phone” view
tab View-> option group: Arrangement-> Categories
- Open the Mail Merge dialog in Outlook via Tools-> Mail Merge… (Outlook 2007 and previous) or via the Mail Merge button in the Actions option group (Outlook 2010).
- Verify if the correct options are set for contacts;
- "All contacts in current view" if you filtered your view so that only the contacts that you want to address are visible.
- "Only selected contacts" if you manually selected the contacts from the Contacts folder that you want to address.
- At the bottom of the dialog set the "Merge options" to;
- Document Type: Form Letters
- Merge to: E-mail
- Message subject line: <whatever you want as a subject for your message> (you can modify this later too)
Your screen should now look something like this.
- Press OK and wait for Word to start.
- A new document will open.
If you are using Word 2007 or Word 2010 then it will automatically open to the Mailings tab on the Ribbon.
If you are using a previous version of Word then the Mail Merge toolbar will show up automatically.
The Mail Merge tab in the Ribbon of Word 2007 (click to enlarge).
The Mail Merge toolbar in Word 2003.
- Now it is time to start writing your message with variables. This sounds more difficult than it is;
- Insert a greeting line;
Word 2007 and Word 2010: press the Greeting Line button.
Word 2003: press the 5th icon from the left (labeled Greeting Line) on the Mail Merge toolbar shown above.
- Select the greeting line that you want and which greeting line to use when no proper information is found from the contact information.
Note that you can type freely in the format fields. So instead of selecting "Dear " you can also type "Hello ".
Please be aware that you need to type a space at the end of the word in order not to have it "stick" to the name of the addressee.
- Press OK to close the dialog and then press ENTER to start a new line in the document.
- Here type the following;
"Please verify your contact details that we have on file and either confirm it to us or provide us updated information."
- Press ENTER again to start a new line and insert the address;
Word 2007 and Word 2010: press the Address Block button.
Word 2003: press the 4th icon from the left (labeled Address Block) on the Mail Merge toolbar shown above.
- As we’ve already addressed the person, we remove their name from the address block by disabling the option "Insert recipient’s name in this format:"
As we only address individuals in our example we also disable the option "Insert company name".
- Press OK to close the dialog and press ENTER to start a new line.
- Now we’re going to include the home telephone number;
Word 2007: press the Insert Merge Field button.
Word 2003: press the 6th icon from the left (labeled Insert Merge Fields) on the Mail Merge toolbar shown above.
- From the dialog that pops up select Home_Phone and then press Insert.
- Press Close to close the dialog and press ENTER to start another new line.
- Now type the following;
"Thanks in advance and best regards, <your name here>"
Your document should now look something like this.
- Before sending, it is best to preview your results first;
Word 2007 and Word 2010: press the Preview Results button.
Word 2003: press the 8th icon from the left (labeled View Merged Data) on the Mail Merge toolbar shown above.
- You can use the arrow buttons in the toolbar to browse through all the personalized emails.
- Now it is time to send the messages;
Word 2007 and Word 2010: Press the Finish & Merge button and select "Send E-mail Messages…"
Word 2003: Press the second button from the right (labeled Merge to E-mail) on the Mail Merge toolbar shown above.
- A new dialog will now pop-up. As we had already set the subject and selected all the correct contacts we don’t need to change anything in this dialog. Click OK to complete the merge.
Pressing OK will directly start sending the emails.