Subtitles of the Movie

While Mail Merge is traditionally being performed with the intention of printing the resulting documents, you can also use Mail Merge to E-mail a message to a group of recipients. While the laws relating to Emailing people are beyond the scope of this video session, you should be aware that there are legal obligations for what is to be included in a business E-mail, particularly when you're sending E-mail newsletters to a Mailing List for example. You should ensure that you're aware of these legal requirements and that you comply with them. In this video I'm simply going to show you how to create an E-mail message and it will be up to you and your organization to ensure that you meet any legal requirements for that process. As we've done to date, we're going to select Mailings and then Start Mail Merge and Step by Step Mail Merge Wizard. From the Document types, this time we'll select E-mail messages and then click Next: Starting document. I'm going to use the document I have already open here. It's an E-mail blast that's been created in a two-row table, so I'll select Use the current document and we'll click Next: Select recipients. In this dialog I'm going to select Use an existing list and I'm going to click Browse to go and look for my list and this is the list I'm going to use - all customers - and I'll click Open. This is the sheet in the Excel File that contains the E-mail Customers. These are customers for whom I have an E-mail list, so I'm going to select this sheet as the target for my recipients. And the first row of data does contain column headers so I'll leave this checked. I'll click OK and here's my Data Source and you'll find over here that I have E-mail addresses for all these people, so all the people in this list are now going to get an E-mail blast from me. I'll click OK to accept the list and we'll mov forward. Now, in this example I'm using an Excel list, but of course, I could use data from any of the sources that we've been working with up until now including an Outlook Contacts List. Now, in this case, I just want to send the E-mail blast so I don't actually want to personalize it, so I don't need to add any of these fields into my E-mail, I can just move forward. But if I did want to personalize it, I could personalize it as we've been doing by adding perhaps a Greeting Line, or some information from the Data File. I'll click Next to preview the E-mail message. And because we haven't added any fields to this E-mail message, there's not really anything to check right now so we'll just click Next to complete the merge and I'm going to merge to Electronic Mail, so I'll click this option. In the Merge to E-mail dialog, I need to select the field that contains the E-mail address of these people and obviously it's going to be this E-mail field. I need to type a Subject Line and I'll select html as my Mail Format. I'm going to send my E-mail message to everyone in the data file, so I'll just click OK. And now the message is being compiled and it's going to be sent via Outlook, so let's switch to Outlook and have a look. And here we are in Outlook and if I have a look in my Out Box you'll see that the messages are now queued for delivery. We can have a look at any of those messages and here is the message ready to go. It has the Subject Line that we typed inside Word and it has the E-mail address that came from our Excel File.