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How to Send a Mass Email From an Excel Spreadsheet

by Tricia Goss Updated September 28, 2017

Items you will need

  • Microsoft Excel 2003 or 2007

  • Microsoft Word 2003 or 2007

  • Microsoft Outlook 2003 or 2007

If you know how to create an Excel spreadsheet and you have Microsoft Word and Outlook as your email program, you can perform a mail merge that will allow you to send a mass email to customers, clients or other contacts. By merging data from your Excel spreadsheet into an email template, your can tailor your mass email so that it's personalized to each of recipient. Learn how to set up a spreadsheet with contact information and then merge it with an email message in Outlook.

Send a Mass Email from an Excel 2003 Spreadsheet

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Make an Excel spreadsheet containing all of the information you will need for your mass email, such as your contacts' names and email addresses. Enter a heading into the first cell in each column. Save and close the Excel spreadsheet.

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Open Outlook and minimize it. Open Word and type your email, leaving blanks where you want the recipients' names and other personal information to go. This data will come from the Excel spreadsheet you created.

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Go to the "Tools" menu. Point to "Letters and Mailings" and select "Mail Merge." Under "Select Document Type," click "Email Messages." Click "Next."

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Select "Use Current Document" and click "Next." Click "Browse," select the Excel spreadsheet you created, click "Open" and click "OK." Sort the recipients list if desired and click "OK." Click "Next."

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Click "More Items" to enter the fields from your Excel spreadsheet. Insert the fields in the appropriate places. The email address field should go at the top of the document and the "First Name" or similar field should go into the salutation.

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Click "Next" to preview your email message. Click "Next" again to complete the merge. Click "Electronic Mail" under merge. Enter a subject for your mass email in the "Subject Line" field and click "OK."

Send a Mass Email from an Excel 2007 Spreadsheet

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Make an Excel spreadsheet containing all of the information you will need for your mass email, such as your contacts' names and email addresses. Enter a heading into the first cell in each column. Save and close the Excel spreadsheet.

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Open Outlook and minimize it. Open Word and type your email as desired.

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Go to the "Mailings" tab of the ribbon and click the "Start Mail Merge" button. Select "Email Messages" in the drop-down menu.

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Click on “Select Recipients” in the “Start Mail Merge” group. Find the Excel spreadsheet you created, click "Open" and click "OK." Select fields from the “Write & Insert Fields” group on the "Mailings" tab of the ribbon. Click "Greeting Line" to enter a salutation. Click the "Match Fields" button to match a heading from the Excel spreadsheet to each field you insert.

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Go back to the "Mailings" tab and click the "Finish & Merge" button in the "Finish" group. Click "Send Email Messages" to send your mass email.

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About the Author

Tricia Goss' credits include Fitness Plus, Good News Tucson and Layover Magazine. She is certified in Microsoft application and served as the newsletter editor for OfficeUsers.org. She has also contributed to The Dollar Stretcher, Life Tips and Childcare Magazine.

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Photo Credits

  • Image courtesy Microsoft