How to Perform a Mail Merge In Outlook

Topics:   Explainers Email – 12 Jan, 2025

The Struggle with Sending Personalised Bulk Emails in Outlook

If you've ever tried sending personalised bulk emails using Outlook, you've likely run into issues—sending limits, clunky formatting, and time-consuming setup. While Outlook's mail merge feature offers basic functionality, it's far from ideal for businesses managing large email lists or needing professional-looking templates.

In this guide, we'll walk you through:

• How to set up a mail merge in Outlook, step by step.
• The limitations of Outlook's mail merge functionality.
• Why switching to a platform like TNZ can save you time and effort, while offering better features at a low cost.

Step-by-Step Guide: How to Perform a Mail Merge in Outlook

Follow these steps to send personalised bulk emails using Outlook's mail merge feature:

1. Prepare Your Contact List in Excel
   • Open Excel and create a spreadsheet with columns for each personalisation field (e.g. First Name, Email Address).
   • Save the file as a .csv or .xls format.
2. Create Your Email Content in Word
   • Open Word and draft the email you'd like to send. Use placeholders for personalisation fields (e.g., <<First Name>>).
   • oGo to the “Mailings” tab and click "Start Mail Merge" then select "Email Messages."
3. Connect the Excel File to Word
   • Under "Select Recipients" choose "Use an Existing List" and upload your Excel file.
   • Match the placeholders in your email to the corresponding columns in your spreadsheet.
4. Preview and Finalise Your Email
   • Use the "Preview Results" option to ensure personalisation fields appear correctly.
   • Make adjustments as needed before sending.
5. Send Your Emails from Outlook
   • Once satisfied, click "Finish & Merge" then "Send Email Messages."
   • Enter the email field to use (e.g. <<Email Address>>) and click OK.

Key Note: Outlook has a daily sending limit of around 2000 emails. If your list is larger, you'll need to break it into smaller batches or wait for the next day.

The Limitations of Using Mail Merge in Outlook

While Outlook's mail merge tool can handle small, personalised email campaigns, it comes with significant drawbacks:

1. Daily Send Limits:
   If your email list exceeds 2000 recipients, you'll quickly hit Outlook's cap.
2. Basic Design Options:
   Mail merge emails rely on plain-text or basic templates, making them less visually appealing.
3. Manual Setup:
   Preparing lists and templates takes time and increases the chance of errors.
4. No Advanced Tracking:
   Outlook lacks analytics like open rates, click-throughs, or bounce reports.
5. Spam Risks:
   Without proper domain authentication (SPF, DKIM, DMARC), bulk emails are more likely to land in spam.

Why TNZ Is the Better Solution for Mail Merge and Bulk Email

If you're tired of Outlook's limitations, TNZ offers a faster, easier, and more scalable solution for sending personalised emails. Here's why switching to TNZ makes sense:

1. No Sending Limits:
   Unlike Outlook, TNZ allows you to send thousands of personalised emails at once, without delays or caps.
2. Beautifully Designed Templates:
   With TNZ, you can create visually appealing templates that reflect your brand, ensuring every email looks professional.
3. Low-Cost Options for Small Lists:
   TNZ's plans start at just $30/month, making it affordable for small businesses. For lists under 2000 recipients, costs remain minimal while delivering maximum impact.
4. Advanced Tracking and Reporting:
   Access detailed analytics to track open rates, click-throughs, and bounce rates, helping you measure campaign success.
5. Reliable Infrastructure:
   TNZ's email platform is built to ensure high deliverability, with built-in authentication protocols (SPF, DKIM, DMARC) to keep your emails out of spam.
6. Simplified Workflow:
   Save time with TNZ's user-friendly interface and automation tools, eliminating the need for manual setups or spreadsheet management.

Shift from Frustration to Efficiency with TNZ

Mail merge in Outlook works—up to a point. But for businesses with larger lists or a need for professional-grade emails, the process quickly becomes tedious and limiting. TNZ is designed to solve these problems, giving you a scalable, reliable platform for personalised email at an affordable price.

Ready to make the switch?

Try TNZ today for as little as $30/month and see how effortless email campaigns can be.