How to Do a Mail Merge in Outlook from Excel

To do a mail merge in Outlook from Excel, start the merge in Word: go to Mailings > Start Mail Merge > E-mail Messages, choose Select Recipients > Use an Existing List and pick your Excel file, write the message with merge fields such as the first name, then select Finish & Merge > Send Email Messages. Word creates one personalized email per row and sends them through classic Outlook.

Applies to: Word, Excel and classic Outlook for Microsoft 365, 2024, 2021, 2019 and 2016 on Windows. The new Outlook for Windows and Outlook on the web can’t send Word mail merges, so classic Outlook must be installed and set as your default email app. Last reviewed October 8, 2026.

Step 1: Prepare the Excel list

1. Put headings in row 1, for example FirstName, LastName, Email, Company.
2. Add one person per row, with no blank rows.
3. Check the email addresses for typos, then save and close the workbook.

Step 2: Start an email merge in Word

1. Open a blank document in Word.
2. Go to Mailings > Start Mail Merge > E-mail Messages.
3. Select Select Recipients > Use an Existing List, choose the Excel file, pick the sheet and select OK.
4. Use Edit Recipient List to untick anyone you don’t want to email.

Step 3: Write the message

1. Select Greeting Line for a “Dear Name,” opening, or type Hi and use Insert Merge Field > FirstName.
2. Type the rest of the email. Insert other fields, such as Company, wherever you need them.
3. Select Preview Results and step through a few recipients to check.

Change the wording per person

Use Rules > If…Then…Else on the Mailings tab to vary text. For example, if Status equals Paid, insert “Thanks for your payment”, otherwise insert “Your invoice is now due”. Each recipient sees only the sentence that applies to them.

Example message

“Hi «FirstName», thanks for joining «Company» at our workshop. Your certificate is ready at the link below.” Keep paragraphs short and test the links in the preview before sending.

Step 4: Send

1. Select Finish & Merge > Send Email Messages.
2. Set To to your Email column.
3. Type the Subject line.
4. Set Mail format to HTML to keep formatting.
5. Select OK. Outlook sends the messages; check the Sent Items folder.

Send a test first by editing the recipient list to include only yourself.

Limits to know

• No attachments: Word’s email merge can’t attach files. Put a OneDrive or SharePoint link in the message instead.
• No CC or BCC: each person gets their own email with only their address in To.
• Sending limits: Microsoft 365 and Outlook.com limit how many messages you can send per minute and per day. For large lists, send in batches or use a dedicated email service.
• Subject is the same for everyone: merge fields don’t work in the subject.

Troubleshooting

Send Email Messages is greyed out

Classic Outlook isn’t installed or isn’t the default email app. Install it, sign in, and set it as default in Settings > Apps > Default apps. See how to configure Outlook.

Nothing was sent

Open Outlook and check the Outbox. Messages wait there if Outlook was closed or offline.

Numbers or ZIP codes look wrong

Format those columns as Text in Excel; see how to stop Excel removing leading zeros.

Frequently asked questions

Can I mail merge letters or envelopes instead?

Yes; see how to use mail merge in Word and how to print envelopes from Excel.

Can recipients see each other’s addresses?

No. Each email is sent separately.

Matt Jacobs

Matt Jacobs has been working as an IT consultant for small businesses since receiving his Master’s degree in 2003. While he still does some consulting work, his primary focus now is on creating technology support content for SupportYourTech.com.

His work can be found on many websites and focuses on topics such as Microsoft Office, Apple devices, Android devices, Photoshop, and more.