Send smarter.
Reach everyone.

Open Mail Merge in Outlook

Start a new email in Outlook as you normally would. In the toolbar at the top, find the Mail Merge group and click Run Merge. The Mail Merge panel will open on the right side of your screen.

Import your recipients

Your recipients come from a CSV file — a simple spreadsheet you can export from Excel, Google Sheets, or your CRM.

Click 📂 Load file to upload your CSV, or paste the data directly into the text area.

Your CSV must have an email column. Add extra columns like first_name and company for personalisation.

Write your email & personalise it

Switch to the Compose tab. Type your subject line, then write your email body directly in Outlook's compose window (the main email area).

To personalise each email, use the tags — click any purple chip to insert it at your cursor position. Mail Merge will automatically swap each tag for that person's real details when it sends.

• 1 Type your subject. Click {{first_name}} to insert it into the subject too
• 2 Click in the Outlook compose body, then click a tag chip to insert it there
• 3 {{greeting_line}} auto-writes "Dear Ms. Wilson," from your CSV data

Preview before you send

Always preview before sending. Click the dark 👁 Preview button in the footer bar. A window pops up showing you exactly what each recipient will receive — subject and body — with all the tags already replaced with real data.

Use the ← Prev and Next → arrows to flip through each person's version of the email.

Send your merge

When you're happy with the preview, click the orange ▶ Run mail merge button. A confirmation summary will appear showing how many emails will be sent — click Send Now to confirm.

A progress bar tracks the send in real time. The log at the bottom shows each email as it's dispatched. Once complete, emails appear in your Sent Items folder.