Tag Archives: EmailMerge for Outlook

Email Templates for your Holiday Emails and Invites

By standss - Comments ( 0 ) Wednesday, December 9th, 2015


In this post we show you How to send out Personalized, Individually Addressed Invites and Holiday Emails to your friends, family and business contacts… PLUS we give you free Holiday themed Outlook templates to send better looking emails out today.

Most companies send out invitations or newsletters during the year end to update their clients/members of the achievement for the year, plans for the New Year, and special offers for the holiday seasons etc. You may also want to send out invitations to cocktail parties etc.

While the free templates can be used directly from Outlook, the steps below will show you how to use the Email Merge Pro for Outlook addin with these templates.

Why send it out this way?

Using Email Merge, you only need to write your email once. The software will then (from inside Outlook) send a separate copy to each person… with each email personally addressed with only their name in the To field (and even their name in the body of the actual email if you want)

This is better than stuffing everyone’s name in the To, CC or BCC fields of one email because:

  1. Your emails look more professional and personal. Recipients feel like that you have given them special attention.
  2. You email is more likely to get past spam filters and not end up in the Clutter or Junk Mail folders.
  3. Personalized emails can have up to 3x the conversion rates (if you want the reader to take some action like clicking on a link etc).

Seeing is believing so check out the short video on this page on using EmailMerge Pro.

Let’s get started…

Downloading the Christmas Templates

If you haven’t done so yet, download and install Email Merge Pro for Outlook.

Once you have Email Merge installed…

Click here to download the Outlook Holiday Templates. Save the file to your desktop or other convenient location on your computer (This will be a zip file. You do NOT need to unzip it).

Start Outlook and go to your Inbox.

Click the little arrow under Email Merge on the ribbon and then click Template Manager (to display Email Merge’s built-in template manager)

Click the Import button and select the zip file that was downloaded in one of the earlier steps.

Click OK. The templates will be imported into your Email Merge for Outlook template list with the names Happy Holidays and Holiday Invite.

Click Close to close the Template Manager

Sending Personalized Emails from Outlook using the Templates

Click the Email Merge button on the Outlook Ribbon.

Select the appropriate template (Happy Holidays or Holiday Invite) from the list on the first step of the Wizard.

Click Next and follow the rest of the steps in the Wizard.

Click Finish.

Happy Holidays from the team at Standss

Merry Christmas to all our readers from the Standss Team.

I hope you find the above information helpful in staying in touch with friends, families and clients this year.

Till next time… have a better Outlook

It’s still not too late to send out your Holiday emails and invites.

Download a fully functional trial version of Email Merge Pro now.


Categories : Email Marketing, EmailMerge for Outlook Comments ( 0 )

Email Merge with personalised To and (related) CC/BCC fields in Outlook

By standss - Comments ( 3 ) Thursday, October 29th, 2015

Is it possible to do an email merge with a personalized email address in the To field and one or more RELATED email addresses in the CC or BCC fields. In this post we look at why and how you can achieve this with Microsoft Outlook?


This is very useful when you need to send a copy of the same email to two or more people in the same company.

For example:

  •  You may want to send reminders for a particular event to attendees but all CC their  assistants.
  •  You may send copies of statements to your clients and CC a copy to their accounts  manager.
  • If you are running a newsletter for a school, you want to send an email to one parent and CC the other parent on it too.

In all these examples the To and CC field are related to each other i.e. there could be a different CC email address for each person you are emailing.

Before I show you how to do this in Outlook, you may be wondering…

Why not just send each person a separate copy of the same email?

The main reasons for this is that you want all recipients to be aware that the others have also received the email. They can now also do Reply-to-All on the email your sent to start a conversation if they need to.

Setup Your List

The first thing you need to do is to setup a list which contains the email address you want to use in the To field and also the email address(es) for the CC field.

For this example, I am assuming that your list is in Microsoft Excel similar to the one that I have shown below:

blog 2


  • The To field (in this case the Customer Name) can only contain ONE email address.
  • The CC field can contain multiple email addresses separated by comas or semi-colons as shown for Jane Doe above.

Merge and Send the Emails

Now it’s time to send out the emails. While there is no built-in way in Outlook to do this, you can easily do this if you are using the Outlook add-in Email Merge Pro for Outlook.

Start Outlook

Click the Email Merge Wizard button. The Wizard will guide you to creating your email and to choosing the Excel file as your data source.

When you come to the following screen, click the Select field’s hyperlink.

blog 1

Click CC/BCC and then select the field that your CC email address is in.

blog 3

Click OK to return to the Wizard.

Follow the rests of the steps of the Wizard to send out the email.

Email Merge will create a separate email for each person, with the correct file attached to each one.

Our customers have used Email Merge to increase sales and to provide better support to their customers. Please share your own ideas in the comments below.

Related articles:

You can use this with our earlier article on setup your spreadsheet to email merge a different attachment to each person in Outlook.


Email Merge a different file to each person in Outlook.

By standss - Comments ( 0 ) Monday, October 12th, 2015

A reader asked… How can I do an email merge in Outlook and send each person a customized attachment (PDF)?

In this post I discuss why you may want to do this and the easiest way to get it done.


Existing Outlook users are using this feature to provide their customers a more personalized service in several ways.

An accounting firm generates PDFs of customized tax reminders for their clients and then uses Email Merge to distribute the correct report to each customer

  1. Another professional services firm creates personalized invoices in PDF format and then uses Email Merge to send them out.
  2. An investment company sends out recommendations to their clients using this technique.

I am sure that you can come up with your own ways to use this to better serve your own customers.

Setup your list

The first thing you need to do is setup a list which contains the email addresses of the people you wish to contact, and the names of the file that will be sent to them. In this example I am assuming that you will do this using Excel.

Simply add a field (column) to the excel sheet which has the full name (with path) of the file that you wish to send as shown below.

test 3

(You can use Excel formulas to make up the file name if they follow some kind of rule)

Merge and Send the Emails

Now it’s time to send out the emails. While there is no built-in way in Outlook to do this, you can easily do this if you are using the Outlook add-in Email Merge Pro for Outlook.

Start Outlook

Click the Email Merge Wizard button. The Wizard will guide you to creating your email and to choosing the Excel file as your data source.

When you come to the following screen, click the Select field’s hyperlink.

test 2

Click Attachments and tick the name of the field that contains the file name.

test 1

Click OK to return to the Wizard.

Follow the rests of the steps of the Wizard to send out the email.

Email Merge will create a separate email for each person, with the correct file attached to each one.

Our customers have used Email Merge to increase sales and to provide better support to their customers. Please share your own ideas in the comments below.

Not a user of Email Merge PRO for Outlook yet?

Download a fully-functional version today

Contact Segmentation: Increasing response rates to your sales and marketing emails in Outlook

By standss - Comments ( 2 ) Tuesday, April 28th, 2015

Many email marketers who use Microsoft Outlook rarely focus on the one thing that that almost always results in increased responses: contact list segmentation. In this post I am going to show you how you can use Outlook categories to segment your contacts.

What is segmentation and why does it work?

Segmentation basically means dividing your email list into smaller groups (or segments). Each contact can be part of one or more segments.

So why does segmentation work? It allows you to give your contacts more personalized attention.

You are now able to send out more specific emails targeted to people who are interested in that particular topic. This always results in higher open rates, click rates and response rates.

It also means less annoyed customers received emails on topics that they are not interested in.

How to you segment your list?

We will use Categories (a feature built into Outlook) to segment our contacts.

1.       Make a list of the Segments (Categories) that you will use

What are the key elements to distinguish your customers? It could be product, company size, region… whatever makes sense to your business.

Make a list of these segments. For example, we have a range of products at Standss that are reasonably different. We could therefore segment our list based on products.

  • Email Merge PRO for Outlook
  • Quick File for Outlook
  • Send Guard for Outlook
  • Email Tags for Outlook
  • eeminders for Outlook
  • Email Notes for Outlook

I also like to keep a separate segment of our Volume License Customers since they have further requirements for deployment, control and support.

Volume License Customers

2.       Add the Categories to Outlook’s Master List (of Categories)

Go to your Contacts folder in Outlook.

Right-click over a contact and click Categorize and then click All Categories.

Click New and enter the Name of your category. You can also choose a color if you want but I generally select None. Click OK.


Hint: You will see that I have named my category ml_EmailMerge instead of just EmailMerge. I use the ml_ in front of all my segment names to indicate that they are my mailing list categories. The master category list appears in all parts of Outlook (emails, appointments, tasks etc). By putting the ml_ in front of my mailing list categories, I can get them to appear together in the list when they are displayed alphabetically.

3.       Assign your contacts to the relevant segments.

Go to your Contacts folder in Outlook.

Right-click over a contact and click Categorize.

You can click the category from the list or you can click All Categories and then select multiple categories for a contact if you want.

Repeat for all relevant contacts.

Viewing Your Various Segments

Once you have your contacts segmented, you will need Outlook to show you the contacts by segment so that you can use them easily.

Go to your Contacts Folders.

Click on the View Tab and Click on Categories (which will be in the Arrangement group)


Your contacts will now be displayed grouped by Categories. Contacts will be displayed more than once if they are in more than one category.


You can simply type the name of the Category in the Outlook Search box and only matching contacts will be shown

How to use your Categories/Segments in Sales and Marketing Emails

The next time you need to send out an email that is relevant only to a particular segment, display the list of contacts in the segment as explain above.

Then create your email and send it out only to the people in that segment.

I guarantee that you will get much better responses rates… and you will also get less emails from annoyed contacts asking to be removed from your list (since you will only be contacting people who are genuinely interested in your email).

Fine-Tuning Outlook emails to segments (Better Responses in Less Time)

If you want to get even better response rates, you should send out personally addressed emails to your contacts.

This means that each email should only have one contact’s name in the To field. You may even want to personalise the email with the contact’s name and other details.

This can be time-consuming to do if you try and do it by hand.

We recommend Email Merge Pro for Outlook. Email Merge Pro installs inside Outlook and uses a step-by-step Wizard to quickly create and send out personalized emails to selected contacts.

Best of all, the emails will still be sent out from Outlook instead of looking like emails from a mailing service. This is extremely important, particularly if you are dealing with larger customers.

Email Merge Pro has full support for Categories so that you can easily send out emails to segments when you need to.

Learn more and download a trial version of Email Merge Pro for Outlook addon.

Should you Forward or Redirect emails?

By standss - Comments ( 18 ) Monday, March 16th, 2015

What do you do when you get an email that you know can be better answered by someone else? Chances are you Forward the email. I recently found out about Redirects which are often more appropriate than Forwards. Here’s how to do a redirect and why it may be better than Forward.

When you forward an email to someone, and the person replies, the reply comes back to YOU and not the original sender, so then you’re stuck forwarding it again.

You can avoid being the messenger-in-between by doing a REDIRECT instead of a Forward.

To Redirect an Email in Outlook:

Open the email in its own Window (i.e. you can’t do this if you’re looking at the email in the Reading Pane)

Select the Message Tab and then click Actions (or More Move Actions depending in your version of Outlook).

Click Resend this Message.

The message You do not appear to be the original sender of this message. Are you sure you want to resend it? will be displayed. Click Yes.

Address the email to the person you want to send it to (and type any notes etc. that you want in the email).

Click Send.

What happens when the recipient receives the email and clicks Reply

When the recipient receives the email, it will show that it is from you but on behalf of the original sender.

Now when the he or she clicks Reply, the reply will go to the original sender instead of to you.

Some final thoughts:

If you still want to be included in the reply to the email then I recommend that you use Forward instead of Redirect but remember to CC the original sender of the email too.

However if you just want to pass on the email and then stay out of it, Redirect is the way to go.

Did you know about Redirects (I didn’t)? Do you think they are useful? Let us know by leaving a comment below.




Categories : General, Outlook Email Tips Comments ( 18 )

Mail Merge from Outlook to Microsoft Access

By standss - Comments ( 0 ) Monday, July 14th, 2014

Do you have lists in Microsoft Access that you need to send sales or marketing emails to? You can now email merge directly from Outlook using data stored in Microsoft Access.

Mail Merge is the process of taking one letter (or email) and then personalizing and sending it out to many people. Each person gets a separate copy of the email with only their own name on the To field. The email subject and body can also be personalized with their details.

Thousands of users have been using our best selling addin Email Merge PRO for Outlook to send out sales and marketing emails from Outlook using Outlook data or lists saved in Excel spreadsheets.

We have now updated Email Merge PRO so that you can also use data from Microsoft Access databases.

Email Merge gives you an easy step-by-step Wizard that results in individual personalized emails.


If you’re an existing user of Email Merge PRO, you can download the update for free.

If you haven’t tried it yet, download a functional trial of Email Merge PRO from our website.

Email Merge for Outlook Addon version 3.1.5294 Released: Supports Microsoft Access + Minor Bug Fixes

By standss - Comments ( 0 ) Friday, July 11th, 2014

Standss is happy to announce the release of EmailMerge version 3.1.5294 which is faster, more stable and NOW allows you to use Microsoft Access database (Excel, CSV and Outlook contacts) as your contact source.

This update is free for all existing registered users of version 4.0 or later.

Email Merge for Outlook is already used by thousands of users around the world as an email marketing tool because it works directly from Outlook, there are no monthly or yearly fee’s and allows you to send unlimited emails to unlimited number of contacts.

Fixes and Features in this update include:

  • New! Supports loading of contacts from Microsoft Access files in EmailMerge 32-bit and 64-bit
  • NEW! Excel contact source/CSV contact source: Remembers the last external file being used.
  • Fixed issues with using Excel file as contacts data source.
  • Ignores Outlook hidden contact folders.
  • Other minor bug fixes

Download latest version of Email Merge for Outlook

New to Email Merge: Watch this short video to see just how easy and simple it is to send out personalized individual copies of emails to your mailing list directly from Outlook.

You can also download a functional trial version of the Email Merge to try it out for yourself.

Why images in your marketing emails can reduce response rates

By standss - Comments ( 0 ) Tuesday, December 17th, 2013

Adding images to your sales and marketing emails can make your emails look attractive and engaging but ONLY if the images and your well-crafted HTML email appears the same in the recipient’s inbox as you intend it too…

Using images in your marketing emails incorrectly can cause a reduction in response rates. Here’s why:

  • Plain text emails get through spam filters more easily (ultimately it depends on content so your plain text emails will still get caught if you are sending out obvious spam).
  • Email clients like Outlook do not display graphics in emails by default because spammers use them for tracking purposes etc. Therefore if you have your main message only in an image (without repeating it in plain text), then your readers may never actually see it.
  • Many email users are now using the preview pane to scan through emails before deciding which emails deserve their attention. If you have a graphic at the top that is not meaningful then your emails may be skipped.
  • Not all your readers are using the same version of Outlook as you are… in fact many may not be using Outlook at all (think Gmail, Hotmail, Yahoo Mail etc). In our experience images often cause HTML emails to display differently in different browsers which can spoil the look you want to achieve with your emails.

This is one of the main reasons that most of the professionally designed templates in our Email Merge for Outlook addin have little or no images in them. Instead we have used HTML to create a professional look that displays properly and looks great in all the email programs that your readers will be using.

I hope you find this tip useful with your email marketing campaigns this holiday season and improving your response rates.

Let us know if you have other techniques to improve the email response rate by leaving a comment below.


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Should you use images in Outlook sales and marketing emails?

By standss - Comments ( 0 ) Wednesday, June 19th, 2013

Like many other email clients, images are turned off by default in Outlook. What does this meant to you if you are sending sales and marketing emails to Outlook users?

First… why are images turned off in Outlook?

  1. It helps users avoid viewing potentially offensive material (when external content is linked to the message)
  2. It helps to keep malicious code from damaging the data on your computer.
  3. It stops spammers from tracking which users actually opened their emails.

You can find more information on why images are turned off in Outlook at this link.

How will recipients see your images?

Most recipients will NOT have the images displayed when they receive your email. Instead they will see a red X.

display image

In order to view your images they will need to MANUALLY right click over the space where the image should be displayed and then click Download Pictures.

Can you make sure that recipients will see the images in the emails you send?

NO! There are settings in Outlook which you can use to display all images, or images from selected recipients but… you cannot control them as the sender.

Each user controls how they want to view emails that they receive by changing their settings BUT…

A study by Jared Pool shows that less than 5% of users have changed any settings at all.

So what should an Email Marketer do?

  1. Assume that users have not changed their settings… and that they cannot see your images.
  2. Build a relationship with recipients by sending useful emails so they actually want to read your emails. This may mean sending emails with more text than images to start with.
  3. Use colors, highlighting and other HTML ideas to format your emails. Don’t just rely on images
  4. Structure your email with a mixture of text and images so that recipients actually WANT to see your emails.
  5. TEST the emails by sending them to yourself. Make sure that the view images setting in your Outlook is OFF. Do you see enough in the email to want to view the images?

I hope that this blog post helps you make better use of images in your emails.

If you do send a lot of sales and marketing emails out to customers, you may also want to look at Email Merge for Outlook.

Email Merge is already used by thousands of Outlook users around the world to improve deliverability and response rates for sales and marketing emails.

How to create NON-SPAM emails that get opened and read

By standss - Comments ( 1 ) Wednesday, May 15th, 2013

Do you use Outlook to send out sales and marketing emails to your customers? Here’s a few tips to help your emails reach customers and not get blocked as SPAM


Don’t send one email with a big list of recipients… or worse to undisclosed recipients. That’s a red flag to junk mail filter software.

Instead send separate emails so that each recipient should only see their own name in the To field of the email that they receive.

Creating separate emails for each person can take time. If you have a big list of prospects or customers you can use an Outlook addin like Email Merge PRO which will create and send separate emails to each customer.

2. Don’t use words that Spammers use.

This means avoid words like free, discount, guarantee, special offer, best price, bargain etc.

But… how can you sell something without using those word…  use them… but use them once or twice only where it makes sense.

Don’t make your whole email a sales promotion. Spam filters look at how often these trigger words are used so make sure you also have other (relevant) content.

3. Send emails from your own email account.

If you’re using Outlook, you probably don’t need to worry about this one. This applies to people who try and use unknown servers or web services to send out emails.

If the recipient’s ISP detects that your email is coming from an unreliable server or if the email is coming from a different domain then your email will be blocked.

Even when your email has gotten through to the user’s Inboxes, your job is still not done. You still need to get past the main Junk Mail filter… the person reading this email.

1. Make sure that the email is individually addressed (in the To field) only to him (or her).
When I see a big list of recipients from someone who is not a personal friend (I still get some joke emails etc from friends), I assume that someone is trying to sell me something.

2. Personalise the email at the start (something like Dear Sanjay) but don’t get carried away and personalise it too many places.

3. Send the email only to people who are actually interested in what you are writing about selling etc. If you have a big list of people, you may want to segment it into smaller lists. Not everyone is interested in everything you have to offer.

(If you are using Email Merge PRO, you can group your lists into smaller segments directly from the Wizard)

4. Make the Subject line interesting enough that the user wants to open the email.

I hope that these tips help your emails deliver better results for your business.

You may also want to look at Email Merge for Outlook which has an easy-to-use Wizard that helps you send out personalized individually addressed emails. It works from inside Outlook (your recipient list can be inside Outlook or Excel…)  and also has advanced features to help you segment your list etc.