Mail Merge enables users to send a similar registered email to multiple recipients, customizing certain data. Emails are stored as individual transactions. It works with two documents, the data file (Excel) and the letter template (Word). The data file includes the information of the recipients to whom the letter is to be sent.
- Microsoft Windows (contact RMail for instructions if you are using a Mac).
- An IMAP compatible mail client like Microsoft Outlook or Gmail.
Step 1: Set up the Data File
1. Open Microsoft Excel and enter the column headers and the information of the recipients
2. Convert all email addresses to RMail-ready addresses by adding the suffix .rpost.biz to the end of the recipient address following these instructions:
- Add the following formula to cell D2: =IF(C2="","",C2&".rpost.biz")
- Drag the bottom right corner of cell D2 down equal to the number of rows containing email addresses.
3. Confirm all addresses in Column D contain the suffix .rpost.biz and save the spreadsheet to your desktop or other location.
Step 2: Prepare the Letter Template
1. Open a blank Word document.
2. Navigate to Mailings > Start Mail Merge > E-mail Messages.
3. Type the body of the email message
Step 3: Link the Data File to the Letter Template
1. Navigate to Mailings > Select Recipients
2. Select Use an Existing List.
3. Navigate to and select the Excel Spreadsheet with the email addresses.
4. Make sure to select the correct sheet or table. Press Ok
5. You can now customize the email by inserting Merge Fields. When you click on the dropdown you will see the options line up with the columns of the spreadsheet.
For example, adding the <<Name>> field after the header will act as a placeholder for the real name
Step 4: Send the email
1. Click on the Finish and Merge button and select Send Email Messages
2. In the To section select the column containing the emails with the RPost suffix, to make sure they will be send Registered.
3. Enter the Subject Line. Then press Ok
In the Sent Items folder you will see the emails were sent as individual transactions and each has the recipient's name were the <<Name>> field was put as a placeholder.