Mail Merge from Outlook

Starting a Mail Merge from within Outlook is the easiest method if all the people who you want to include are already in a Contacts folder in Outlook. In this mail merge example we will send a select amount of contacts an email and ask them if their contact information is correct.

Important!
Before continuing, please verify with your ISP or mail admin first if there are any restrictions in how many emails you may send within an hour or in total on a day. Some have put a restriction on that but as long as you stay under a 100 it’s very likely you won’t run into any issues and there is probably no need to contact your ISP. If there is a limit set, then you can use a Mail Merge tool with scheduling functionality to work around these limits and send out the mail merge is smaller batches.

1. Select the Contacts folder containing the contacts that you want to send an email to (press CTRL+3 to quickly switch to your Contacts folders).
2. Select the contacts that you want to email to or apply a filter to your view so that only the contacts that you want to address are visible. The easiest method would be to make a selection based on categories (provided that you have assigned the same category to similar contacts) by sorting your Contacts folder By Category:
• Outlook 2002/XP and previous
  View-> Current View-> By Category
• Outlook 2003
  View-> Arrange By-> Current View-> By Category
• Outlook 2007
  View-> Current View-> By Category
• Outlook 2010
  tab View-> Change View-> choose the “List” or “Phone” view
  tab View-> option group: Arrangement-> Categories
• Outlook 2013
  tab View-> Change View-> choose the “List” or “Phone” view
  tab View-> option group: Arrangement-> Categories
3. Open the Mail Merge dialog in Outlook:
• Outlook 2007 and previous
  Tools-> Mail Merge…
• Outlook 2010 and Outlook 2013
  tab Home-> option group: Actions-> button Mail Merge
4. Verify if the correct options are set for contacts;
   • “All contacts in current view” if you filtered your view so that only the contacts that you want to address are visible.
   • “Only selected contacts” if you manually selected the contacts from the Contacts folder that you want to address.
5. At the bottom of the dialog set the “Merge options” to;
   • Document Type: Form Letters
   • Merge to: E-mail
   • Message subject line: <whatever you want as a subject for your message> (you can modify this later too)
     
     Your screen should now look something like this.  
6. Press OK and wait for Word to start.
7. A new document will open.
   If you are using Word 2007 or later, then it will automatically open to the Mailings tab on the Ribbon.
   If you are using a previous version of Word then the Mail Merge toolbar will show up automatically.
   
   The Mail Merge tab in the Ribbon of Word 2007 (click to enlarge).
   
   
   The Mail Merge toolbar in Word 2003.  
8. Now it is time to start writing your message with variables. This sounds more difficult than it is;
   1. Insert a greeting line;
      Word 2007, Word 2010 and Word 2013: press the Greeting Line button.
      Word 2003: press the 5th icon from the left (labeled Greeting Line) on the Mail Merge toolbar shown above.
   2. Select the greeting line that you want and which greeting line to use when no proper information is found from the contact information.
      Note that you can type freely in the format fields. So instead of selecting “Dear ” you can also type “Hello “.
      Please be aware that you need to type a space at the end of the word in order not to have it “stick” to the name of the addressee.
   3. Press OK to close the dialog and then press ENTER to start a new line in the document.
   4. Here type the following;
      “Please verify your contact details that we have on file and either confirm it to us or provide us updated information.”
   5. Press ENTER again to start a new line and insert the address;
      Word 2007, Word 2010 and Word 2013: press the Address Block button.
      Word 2003: press the 4th icon from the left (labeled Address Block) on the Mail Merge toolbar shown above.
   6. As we’ve already addressed the person, we remove their name from the address block by disabling the option “Insert recipient’s name in this format:”
      As we only address individuals in our example we also disable the option “Insert company name”.
   7. Press OK to close the dialog and press ENTER to start a new line.
   8. Now we’re going to include the home telephone number;
      Word 2007, Word 2010 and Word 2013: press the Insert Merge Field button.
      Word 2003: press the 6th icon from the left (labeled Insert Merge Fields) on the Mail Merge toolbar shown above.
   9. From the dialog that pops up select Home_Phone and then press Insert.
   10. Press Close to close the dialog and press ENTER to start another new line.
   11. Now type the following;
       “Thanks in advance and best regards, <your name here>”
       
       
       Your document should now look something like this.  
9. Before sending, it is best to preview your results first;
   Word 2007, Word 2010 and Word 2013: press the Preview Results button.
   Word 2003: press the 8th icon from the left (labeled View Merged Data) on the Mail Merge toolbar shown above.
10. You can use the arrow buttons in the toolbar to browse through all the personalized emails.
11. Now it is time to send the messages;
    Word 2007, Word 2010 and Word 2013: Press the Finish & Merge button and select “Send E-mail Messages…”
    Word 2003: Press the second button from the right (labeled Merge to E-mail) on the Mail Merge toolbar shown above.
12. A new dialog will now pop-up. As we had already set the subject and selected all the correct contacts we don’t need to change anything in this dialog. Click OK to complete the merge.
    
    Pressing OK will directly start sending the emails.

Tool Tip!
If you need to send along an attachment with your mail merge or also want to address people via the CC or BCC address line, then you can use the Mail Merge Toolkit add-in from MAPILab.
If you decide to order use 4PM76A8 to get a discount.

Mail Merge from Word with Outlook as source

Starting your mail merge from Word is also possible. The end-result is the same as starting it in Outlook. The main difference is the dialog box that you use to select the correct contacts but more about that later. In this example we again send a selected amount of contacts an email but we’ll skip the letter writing as it is similar to the example above.

1. Start the Mail Merge Wizard
   • Word 2003
     Select Tools-> Letters and Mailing-> Mail Merge…
   • Word 2007, Word 2010 and Word 2013
     Select the tab Mailings-> click the Start Mail Merge button-> Step by Step Mail Merge Wizard…
2. The Task Pane panel will open on the right side of the document to choose the document type.
   Here select “E-mail messages”.
   
   Using the Mail Merge Wizard in Word to create a mail merge.  
3. Pressing Next will brings us to step 2 where you can choose the document to start from. As we will be typing our own contents we just click Next.
4. In this example we will be using Outlook as the source again so click “Select from Outlook contacts”.
5. As you can have multiple Contacts folders in Outlook we need to select the actual folder which we will be using by pressing “Choose Contacts Folder”.
   
   Bringing up this dialog could take a while and could also cause a mail profile prompt from Outlook.  
6. After selecting the Contact folder of your choice you could be presented with the “Choose Profile” dialog from Outlook. If you don’t know this dialog there is probably one selection in the drop down list anyway or set to the correct default so simply press OK.
7. Word now opens the “Mail Merge Recipients” dialog where you can specify which contacts to send to.
   While the dialog in Word 2007, Word 2010 and Word 2013 has been improved to allow for more selecting and filtering options than in previous versions of Word, personally I think it’s still a bit clunky and can be slow when you have a lot of contacts as it also refreshes the screen after pretty much every action. However, the “Find duplicates…” feature is quite handy especially when you want to use the entire Contacts folder for your mail merge.
   
   More refinement options in Word 2007, 2010 and 2013 but the dialog could be a bit more refinement itself.  
8. After selecting the recipients, the next step is to write your message. The Mail Merge Wizard already shows you some variables you can use. Writing of the message can be done in the same way as in the example indicated above.
9. The next step allows you to preview all the emails you’ll eventually be sending.
10. In Step 6 you can press “Electronic Mail…” to set the final options before mailing your message
    Note that it is the same dialog as we had in our previous example but now you still need to fill in some details;
    To: Email_Address
    Subject line: Your personal information
11. After setting the options, pressing OK will direct start sending the emails.

Mail Merge from Word with another source

When you want to send out personal emails via Outlook but the information itself isn’t in Outlook, then you can start your mail merge from within Word as well. The process is similar as doing a mail merge from within Word with Outlook as the source with additional step of matching the merge fields.

1. Start the mail merge from Word again as indicated above until you reach the screen with Step 3 in the Mail Merge Wizard.
2. In Step 3 select “Use an existing list”.
3. Click the Browse… button.
4. Select the location of the document containing the information. This can be Excel sheets, Access Databases, Database Queries, Text Documents and many other sources as long as it is in a structured format Word can work with.
   Depending on the file type you selected you might need to put in the delimiters; the characters that are used to separate the columns and rules.
5. After you have selected the file and optionally filtered your contacts to address, continue to Step 4.
6. When you reach Step 4, it is a good time to match the fields from your source to Mail Merge fields to be able to use the predefined blocks such as “Greeting Line”.
   For instance, when you have an Excel sheet that contains the columns Name, Email Address, Usernames and Passwords, you’d want to match the Name field to the “Last Name” merge field.
   1. Match the fields;
      Word 2007, Word 2010 and Word 2013: press the Match Fields button.
      Word 2003: press the 10th icon from the left (labeled Match Fields) on the Mail Merge toolbar shown above.
   2. You’ll now get a dialog with standard Merge Fields in Word which can be used in standardized templates.
   3. Expand the drop down list next to “Last Name” and set it to the column in your source document (in our case an Excel sheet) containing that information (in our case the column “Name”).
   4. Match up other fields if you need and press OK to close the dialog.
7. You can now continue with the mail merge as indicated in the process above.
8. When you get to the dialog to send the messages, you must set the “To:” field to the column that contains the list of email addresses to send to.

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Insert a signature into a message on MS-OUTLOOK

After you create a signature, you can manually add it to a message. Or, you can have a signature automatically added to every message that you send. For more information about how to create a signature, see Create a signature.

Do any of the following:

Add a signature to a message

1. Open a new message, and then click in the message body.
2. On the Message tab, click Signatures, and then choose a signature from the list.
   

Add a signature automatically to all messages

You can set a default signature for each of your mail accounts.

1. On the Outlook menu, click Preferences.
2. Under E-mail, click Signatures  .
3. Click Default Signatures.
4. Under Account, select the account for which you want to set a default signature.
5. Under Default signature, click the pop-up menu in the selected row, and then click a signature name.
   TIP: If you have multiple accounts, you must set the default signature separately for each account.

Add signatures randomly to messages

If you have created multiple signatures, you can have Outlook pick one at random for each message.

1. On the Outlook menu, click Preferences.
2. Under E-mail, click Signatures  .
3. Under Random, select the check box for each signature that you want to be included in the pool of random signatures.
4. Click Default Signatures.
5. Under Account, select the account for which you want to set a default signature.
6. Under Default signature, click the pop-up menu in the selected row, and then click Random.
   NOTE: If you have multiple accounts, you must set the default signature separately for each account.

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Add a picture or background to a message in MS-OUTLOOK

You can insert a picture into a message so that the picture is part of the message, not an attachment. You can also add a picture or a color as the background of your message.

NOTE: You can only add a picture or format the message background with an HTML message.

Do any of the following:

Insert a picture into a message

1. In a message, position the cursor where you want to add a picture.
2. On the Message tab, click Picture.
   
3. Do one of the following:

To	Do this
Locate the picture with the Photo Browser	Click Photo Browser, locate the picture, and then drag the picture into your message.
Locate a picture by using a Finder window	Click Picture from File, locate the picture, and then click Open.

NOTE: To remove a picture from a message, hold down CONTROL and click the picture, and then click Remove.

Add a background picture to a message

1. In a message, position the cursor in the body of the message.
2. On the Options tab, click Background Picture.
   
3. Locate the picture, and then click Open.
   NOTE: To remove a background picture, on the Options tab, click the arrow next to Background Picture, and then click Remove.

Add a background color to a message

1. In a message, position the cursor in the body of the message.
2. On the Options tab, click Background Color.
   
3. Select a color, and then close the Colors dialog box.
   NOTE: To remove a background color, on the Options tab, click Background Color, and then click Color Palettes  . On the Palette pop-up menu, click Apple, and then in the colors list, click White.

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Checking The Picture Placeholder Setting in MS-OUTLOOK

In Outlook 2010 And Up You Need To Follow These Steps:

1. Click the New Email button or press Ctrl+N while viewing the Inbox.
2. Go to the new message's File, Options dialog.
3. Click Mail, then Editor Options
4. Select Advanced and look near the bottom of the dialog for the option to Show Picture Placeholders.
5. Uncheck the box to Show picture placeholders
6. Close the dialog then close the message.

In Outlook 2007:

1. While in a New message window
2. Click the Office icon
3. Click the Editor options button on the lower right of the dialog
4. Select Advanced from the left menu of the Editor options dialog
5. Scroll down to Display email contents section (near the bottom)
6. Unchecked the box to Show picture placeholders
7. Then click OK to apply and close the dialog.
8. Close the message.

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Basic computer problems and troubleshooting techniques

Troubleshooting is the process of figuring out how to solve a computer problem. Even with the most updated software and hardware, occasionally computers can malfunction.

In order to solve a problem, you must figure out which part of the system is malfunctioning. You will need to check each component of the computer, unless it is obvious where the problem is coming from. Isolating the problem will help you solve the problem quickly. Knowing how to solve these problems with a shortcut perhaps using only a few keys on the keyboard can save time and effort.

Backing up your important computer files to another source will ensure that if your problem cannot be corrected, you will still have a safe copy of your information.

Basic Troubleshooting Steps

1.   Close open programs and windows you are not currently using.

2.   Make sure all of your cords are connected properly.

3.   Try to repeat the sequence of commands you performed before the problem occurred. See if this causes the same response by your computer.

4.   Press the F1 key to access the Help window. You can search for a solution to your problem once the Help window appears.

5.   If there is an error message, record the full message for future reference.

6.   Restart your computer to see if it clears the problem. To restart your computer, open the start window and select the Restart button instead of the Log Off button.

7.   If restarting the computer does not clear the problem, shut down the computer and then start it

back up again.

8.   If the issue is still not resolved, check the common technology issues below or call your system administrator.

Common Technology Issues

Below we describe some of the most commonly encountered technology issues. Click on the issue to get more information on possible solutions to correct the problem.

·    The printer is not working.

·    The computer is frozen. A program is not responding.

·    The keyboard is not working.

·    New hardware or software is working incorrectly.

·    The mouse is not working.

·    The computer is slow.

·    The browser’s homepage suddenly changed.

 Common Solutions for Technology Issues

Issue: The printer is not working.

·    Check if the printer is turned on. If not, turn it on and try again.

·    Check if the printer has paper. If not, put paper in the paper tray and try printing again.

·    Check if the printer has a paper jam. If so, remove the paper, close the printer, and try printing again.

·    Ensure that all printer cables are properly connected.

·    Turn off the printer and turn on again.

·    Check to see if a new printer driver is needed. Do this by going to the manufacturer’s website to search for your printer model and checking for any updated driver. Seek assistance from your system administrator before installing any drivers.

Issue: The computer is frozen. A program is not responding.

·    Push the Ctrl, Alt, and Delete keys at the same time. Then, start the Task Manager, highlight the program’s name, and hit the End Task button.

·    Perform a hard reboot by simply pressing the on/off button to turn off the computer manually. This action should only be done as a last resort if you have an unresponsive program or critical error. This process could cause data loss or corruption.

·    Once the computer is responding again, run a virus check. Issue: The keyboard is not working.

·    Make sure the keyboard is connected to the computer. If not, connect it to the computer.

·    If you are using a wireless keyboard, try changing the batteries.

·    If one of the keys on your keyboard gets stuck, turn the computer off and clean with a damp cloth.

·    Use the mouse to restart the computer. 

Issue: New hardware or software is working incorrectly.

·    Verify your computer meets the requirements of the program or utility.

·    Uninstall and install the program.

·    There could be a conflict with another installed program and you should contact your system administrator.

Issue: The mouse is not working correctly.

·    Check if the mouse is securely plugged into the computer. If not, plug it in completely.

·    Check to see if the cord has been damaged. If so, the mouse may need replacing.

·    If you are using a cordless mouse, try pushing the connection button on the underside of the mouse to reestablish a connection.

·    Clean the mouse, especially on the bottom.

 Issue: The computer is slow.

·    Restart your computer.

·    Verify that there is at least 200-500 MB of free hard drive space. To do so, select Start and click on My Computer or Computer. Then highlight the local C drive by clicking on it once. Select the Properties button at the top left-hand corner of the window; this will display a window showing how much free and used space you have. If you need to recapture space:

-      Empty your recycle bin by right-clicking on the Recycle Bin icon (usually on the desktop), then selecting Empty Recycle Bin.

-     Check your mail files. Remove any large attachments and delete unused mail.

-     Images and videos take up a lot of space, so consider moving those to an external drive.

-     Remove temporary files from the Internet. To do so:

o Click Start button | My Computer or Computer.

o Click Open Control Panel at the top of the window.

o Click Network | Internet |Internet Options.

o Select the General tab and click Delete under Browsing History.

-     Perform a disk cleanup. To do so:

o Click Start button | My Computer or Computer.

o Highlight the local C drive by clicking on it once.

o Select the properties button at the top left of the window.

o Go to the General tab and select Disk Cleanup.

o  Once the Disk Cleanup finishes running, click on Clean up System Files; this will delete any unnecessary system-related files from your local disk.

-     Information in computer files changes often, resulting in gaps or spaces within the file.

This takes up more space on the computer and can cause the computer to slow down. To reclaim these gaps in space, run disk defrag. To do so:

o Click start | My Computer or Computer.

o Highlight the local C drive by clicking on it once.

o Select the properties button at the top left of the window.

o Go to the Tools tab and select Run Defragmentation.

·    Old or unused programs that aren’t being used may still have components running behind the scenes when you start your computer, which can slow down the system. You can prevent these programs from running when you start your computer by removing unused shortcuts and turning off unused program services.

- Remove unused shortcuts from Windows startup

o Click Start button | Select All Programs | Click Startup

o Right-click the shortcuts that you do not use and click delete

- Disable unused program services

o Click Start button | Control Panel | Administrative Tools | Services

o  For each program/service that you are certain that you do not need, click on the Service to highlight it, click the Stop link to stop the service from running, then double-click the service, choose Startup Type of Disabled, and click OK.

·    Run a virus scan to remove potential viruses that can slow down your computer.

Issue: The browser’s homepage suddenly changed.

·    This is a common symptom that a virus or browser hijacker may have infected the computer.

·    Try re-setting the home page to the default:

o In Internet Explorer:

§    On the Tools menu, click Internet Options.

§    Click the General tab.

§    In the Address box, type the Web address you want for your home page.

§    Click OK.

o In Mozilla Foxfire:

§    Open the web site you want to set as your home page.

§    Click the icon to the left of the web address and drag it to the Home button.

§    Click Yes.

·    If the home page still reverts back to the “new” page, do an Internet search using keywords that include the name of the “new” homepage and the word “virus.” If there is a virus, this search may reveal more information on the virus and how it can be safely removed.

·    Run a virus scan.

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