2. What is an Email Merge? Regular mail merge: Write one letter Make a database with individual info The merge automatically personalizes a letter for each individual Email merge: Send the personalized letters via email

3. Benefits of Email Merge Email dozens of people at once Keep each recipient’s address private Type only one letter Automatically personalized for recipient Personalize names, titles, & comments for each recipient

4. You will need… Microsoft Office, including Access, Word, & Outlook You may be able to do the same with a similar suite of office programs

5. Process of an Email Merge Make a database In MS Access Type your message in MS Word Merge the database And the message Setup to send Via Email

6. Process of Making a Database Open MS Access Open a new file Enter Fields Enter Records Save the file

7. Open Microsoft Access Making a Database

8. Opening a New Database Select the radio button for “Blank Access database” Click OK

9. Naming your new database 1. Type in a name for your new database, e.g., “mycontacts” 2. Remember where you are saving it 3. Click on the “Create” button

10. Setting up Fields 1. Click on “Create table by using wizard”

11. Set up 5 fields 1. Under “Sample Fields,” click: “First Name” 2. Click on the top arrow button to the right 3. Repeat with: “Last Name”, “Title”, “Email Address”, and “Notes” 4. Click Finish to see your new database

12. Enter Record One Title: Mrs. First Name: Kirsten Last Name: Jones Kirsten129@operamail.com Notes: It was a pleasure meeting you at the L.A. conference. Making a Database

13. Enter Record Two Title: Mr. First Name: Michael Last Name: Singyke Singykes@cs.com Notes: As an administrator looking for innovative teaching products, Making a Database

14. Enter Record Three Title: Ms. First Name: Andrianna Last Name: Jobin Andriachan@cs.com Notes: As a teacher looking for innovative teaching products, Making a Database

15. Enter Record Four (optional) Add a record with your own info to receive a personalized copy of the email. Making a Database

16. Don’t forget to save!  Type Ctrl-S to save  To exit, click on File, scroll down to Exit Making a Database

17. Open a new document in Microsoft Word

18. Generic letter 1. Type this letter (Or copy and paste) 2. Type your name after Sincerely Dear : I believe you will be interested in our new site for ESL games. Do your students want to learn idioms in a fun context? Would interaction be improved by their understanding more about each other’s cultures? If so, check out www.learning-with-ease.com. www.learning-with-ease.com Sincerely,

19. Set up your letter for a merge 1. Click on Tools Menu 2. Click on Mail Merge.

20. Setting up to merge fields 1.Click on Create 2.Click on “Form Letters…” 3.In the next dialog box, click the “Active Window” button

21. Get Data In the “Mail Merge Helper”:  Click “Get Data”  Click “Open Data Source”

22. Getting Data, continued 3. To find your database, click on “Files of type” and choose Microsoft Access 4. Click on your file 5. Click “Open” 6. If a dialog box opens, click “Okay” 7. Click Edit

23. The MailMerge Toolbar Notice the MailMerge toolbar above the letter 1. In the letter, click your cursor after “Dear” and add a space 2. Click on “Insert Merge Field” 3. Click on “Title”

24. Adding Merge Fields 1. Add a space after the Title field 2. Click on “Insert Merge Field” 3. Click on “Last Name” 4. Enter a colon 5. Click your cursor before the word “I” 6. Click on “Insert Merge Field” 7. Click on “Notes” 8. Add a space

25. 1.On the toolbar, click “Merge” 2.Under “Merge” choose Electronic Mail 3.Click on “Setup…” a. Under “Data field with…” choose EmailAddress. b. Under “Mail message subject line,” type the subject of your email c. Click OK Sending via Email

26. Last Steps! 1.Click “Merge”! 2.Shout for joy

27. The messages will be sent via MS Outlook the next time it sends mail. Check your mail!

28. But I don’t use Microsoft Outlook… Mail merge does not require Microsoft Outlook; it just depends on if your email program supports it. You must have email software configured as your default email on your computer. Were you successful without using Outlook? Please let me know.let me know

29. Did you appreciate this tutorial? Please take a moment to email me your suggestions. Andrianna.Jobin@gmail.com