Microsoft Mail Merge Guide (Excel + Word + Outlook)

Before you begin:
- Use the desktop versions of Microsoft Excel, Word, and Outlook.
- Make sure Outlook is installed and signed in.

Step 1: Prepare your Excel file
1) Open your dataset in Excel.
2) Keep only the verified email and phone fields you plan to use.
3) Add a column named Email (required).
4) Optional columns you can include: ChurchName, Denomination, City, State.
5) Save the file as .xlsx.

Step 2: Start the mail merge in Word
1) Open Word and create a new document.
2) Go to Mailings > Start Mail Merge > Email Messages.
3) Click Select Recipients > Use an Existing List.
4) Choose your Excel file and select the correct sheet.

Step 3: Insert merge fields
1) Type your email message in Word.
2) Insert merge fields where needed:
   - Insert Merge Field > ChurchName
   - Insert Merge Field > City
3) Example: "Hello <<ChurchName>> in <<City>>, ..."

Step 4: Preview and filter
1) Click Preview Results to review.
2) Use Edit Recipient List to filter or remove rows.
3) Send a test by filtering to your own email first.

Step 5: Send the emails
1) Click Finish & Merge > Send Email Messages.
2) In the dialog:
   - To: Email
   - Subject line: your subject
   - Mail format: HTML
3) Click OK to send through Outlook.

Notes:
- Always include a clear opt-out method in your email.
- Keep a copy of the final message for compliance records.
- First-time tip: create a separate Excel file with only your own email and send a test to verify the layout before sending to the full list.

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