Today bulk emails are expected to be personalized by default. It goes for any email type – from corporate newsletters to mass marketing campaigns. For any method – from standard mail merge with MS Word to sophisticated SendGrid or Mailchimp. Often the only common thing is keeping a list or recipients in Excel. So, can you send bulk personalized emails without Word or additional software? Show
XLTools Mail Merge helps merge your email and your list of recipients in Excel and send bulk personalized emails directly from Excel interface:
Before you begin, add Mail Merge to ExcelMail Merge is one of the 20+ features within XLTools Add-in for Excel. Works in Excel 2019, 2016, 2013, 2010, desktop Office 365. Download XLTools for Excel – free trial gives you 14 days of full access to all features. When the Mail Merge add-in is most usefulSay, your company plans to hold an event and you need to send out email invitations to some 50-60 partners. To avoid spammy look, you want each partner to receive a personalized email addressing them by name. Besides, you don't want to accidentally disclose contacts of all of your partners in the 'TO' field – so each email should be addressed only to one partner. XLTools Mail Merge helps you do exactly that, saving your hours of work.
Note, that XLTools Mail Merge is not a email service provider – it's an Excel productivity add-in. While XLTools does not set a sending limit, your email provider most certainly does, as well as violation penalties. If you plan to send bulk marketing emails – for example, newsletters to subscribers, special offers to customers, etc. – we recommend you use a specialized service like SendGrid, MailChimp, or another. How does mail merge in Excel workXLTools Mail Merge add-in is NOT an email service provider. It is an Excel productivity add-in that simplifies sending bulk personalized emails – with very little setup time:
Note: the Mail Merge add-in cannot in any way effect spam filters of any email. Ultimately, you сan not predict whether your recipient's mailbox labels (or not) your email as spam. Each email provider has its own spam filtering algorithms. How to connect Mail Merge in Excel to your email accountConnect Mail Merge in Excel to your email account via SMTP (Simple Mail Transfer Protocol for email transmission). Important: we cannot guarantee that the Mail Merge tool will work (or will keep working in the future) with your particular email account. Mail Merge can potentially connect to almost any email account: private or corporate Outlook, Gmail, Hotmail, Yandex, etc. However, due to strengthening privacy and security requirements, the global email standards are evolving, and email providers change their protocols towards third-party SMTP connections. If your bulk emails are mission-critical, we recommend you use a specialized service: SendGrid, MailChimp, or another. Click the Settings button on the XLTools tab Open Mail Merge (SMTP) tab.
To test the connection with this email account, click the Send Test Email… button. A test message will be sent immediately. How to create a list of recipients in ExcelExcel table is a convenient way to store your contacts. Each row of the table stands for one recipient. Each column represents a personalized field, such as Email, Title, First Name, etc. This Excel table serves as a data source for the Mail Merge add-in. Data in these personalized fields will later replace the respective placeholders in your generic email template. To create a list of recipients from scratch:
To use your existing contact list:
How to attach files to messages in bulk emailYou can send 1 or 2 files to each recipient of your bulk email. You can attach any file format: PDF, DOCX, PPTX, XLSX, JPEG, etc. Consider the attachment size limitations set by your email provider. Normally, the size of messages with attachments cannot exceed 10-20 MB.
The specified files will be attached to messages in your bulk email. Next, proceed to creating an email template. How to create a template message and send personalized emailsEmail template is a generic impersonal email message. Utilization of placeholders in a template allows you to automatically personalize each message: the Mail Merge add-in will pull data from your Excel contact list and replace these placeholders with specific data for each recipient. E.g. it will replace a generic placeholder [Name] with the actual name of the recipient "John".
Note: after you click Send and until all emails are sent, it is impossible to make changes to your recipients list or your email template. We recommend testing your template first. E.g. create an test list of recipients which includes only your own email addresses – and send the email to yourself. Check that all placeholders are replaced with personalized data properly, check for errors or typos in the email subject and message. Make sure your email has a professional look. Once you click Send, XLTools Mail Merge will immediately start sending bulk personalized emails:
Note: email delivery status is not tracked. How does the email sent with Mail Merge look in a recipient's mailbox
What is the sending limit of XLTools Mail MergeXLTools Mail Merge is not a email service provider and does not limit the number of sent email messages. Bulk emails are sent from your email account. Note: each email provider has own policies on outgoing email quotas, attachment size and mailbox size. Exceeding the sending limit may lead to lockdown, blacklisting, additional costs or other penalties. Please contact your email provider to find out your SMTP email sending limit.
How do I do mail merge from Excel to Word?How to mail merge from Excel to Word. Create a Word document. ... . Choose what kind of merge you want to run. ... . Select the recipients. ... . Connect Excel spreadsheet and Word document. ... . Refine the recipient list. ... . Add Address Block and Greeting Line. ... . Insert merge fields. ... . Preview the results.. How do you do a mail merge in Excel without Word?How does mail merge in Excel work. Connect Mail Merge to your email account.. Create a list of recipients in an Excel table.. Create an email template, add placeholders for personalized data.. Click Send – and send out bulk personalized emails without leaving Excel interface!. How do I send a mass email from an Excel mail merge?Go to Mailings > Insert Merge Field, and then choose the fields to add. In your main document, select Drag fields into this box or type text, and click or tap the text to remove it. Add and format the fields you want to be included in the email message, and choose OK.
How do I create a mail merge from an existing data source?Go to Mailings > Select Recipients > Use an Existing List, then choose New Source to open the Data Connection Wizard. Choose the type of data source you want to use for the mail merge, and then select Next. Follow the prompts in the Data Connection Wizard to complete the data connection to the merge document.
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