Outlook: How to Perform an Email Merge – Customer Support

Basic steps to do an email merge:

Get the data in a usable format (Excel is fine). Ensure the first row is a header row with titles
Check the data and correct any issues with fields used in merge (capitalization of names, etc.)
Open Outlook and set it to Work Offline then minimise it - the sender will be the owner of the mailbox so if you need to send it as somebody else, you need to log into Outlook as them
Start your mail merge (this can be from an existing document or a new one)
Attach the data file (this must be closed before this step, or you'll get an error)
Insert any fields as required
If you need a hyperlink field that changes between each record, follow these steps:

Insert | Quickparts | Hyperlink
Press ALT + F9 (this shows the merge fields)
Put the cursor in the gap between { HYPERLINK and \* MERGEFORMAT }
Insert the required merge field - ensure this has a single space either side - a field called URL should appear as { HYPERLINK { MERGEFIELD URL } \* MERGEFORMAT } at the end of this step

Finish the merge, selecting Send Email Messages
If Word detects any issues with an email address, it will stop and display the record - jot down any relevant information for future reference and click Cancel (this will only cancel the merge of that one record)
Check through some of the emails in Outbox and check against the data - pay special attention to merged fields including hyperlinks. Once you've checked an email, click Send (otherwise, it will stay in the outbox)
Delete any email that you don't want to send
Click Work Offline to put Outlook back online and the email will be sent

Common Issues:

Highlight the field and change the font
If this doesn't work, press ALT + F9 to show merge fields. Type \* MERGEFORMAT before the closing brace. Ensure that there's a space either side of what you type