Bulk email send

Objective

The purpose of this report is to outline the step-by-step process of sending bulk emails using the Mail Merge feature in Microsoft Word and importing data from an Excel file.

Process Overview

The following steps were followed to successfully send bulk emails:

Step 1: Prepare the Data in Excel

An Excel sheet was created containing the required information:
- First Name
- Last Name
- Email ID
The data was verified to ensure accuracy before proceeding.

Step 2: Open Microsoft Word and Start Mail Merge

Opened Microsoft Word.
Navigated to the Mailings tab.
Clicked on Start Mail Merge and selected E-Mail Messages.

Step 3: Import Data from Excel

Selected Select Recipients and chose Use an Existing List.
Imported the prepared Excel sheet.
Verified that the data fields were correctly mapped.

Step 4: Draft the Email Content

Composed the email message in Word.
Added a personalized greeting and other relevant details.

Step 5: Insert Merge Fields

Used Insert Merge Field to add First Name and Last Name dynamically.
Checked the preview to ensure data was correctly placed.

Step 6: Add Signature

Copied the official email signature from Outlook.
Pasted the signature into the email template.

Step 7: Preview and Final Check

Clicked on Preview Results to ensure all fields appeared correctly.
Verified formatting and correctness of email content.

Step 8: Send Bulk Emails

Clicked Finish & Merge.
Selected Send E-Mail Messages.
Chose the appropriate email field (Email ID column from Excel) and sent the emails successfully.