Tag Archives: EmailMerge

Do NOT CC customers from Outlook

By standss - Comments ( 3 ) Friday, July 8th, 2011

Do you have an important message that you need to communicate to all your customers now? Your customers are already saved as contacts in Outlook… so maybe you could just create an email and CC it to all of them. NO!

Using the CC field to send out your sales and marketing emails is not recommended. It can result in annoyed customers and lost sales because:

You are violating your customers’ privacy: When you use CC to send out emails, every person who receives the email will be able to see everyone else’s email address.  The problems this can cause are:

  1. Your customers may not want other people to know that they are working with you.
  2. Your customers may not want other people on your list to have their email address.
  3. One of the recipients may decide to use your list for their own marketing efforts.

A good example of this recently happened at our golf club which circulates its weekly newsletter using the CC field. A few of the members have simply copied the list and started advertising all kinds of things… from cars… to computers… to garage sales. I’m not quitting the golf club because it is the only one close to my home but your customers may quit on you.

Your email may never reach your customer: One of the rules that junk email filters use to work out if an email is spam is based on the number of recipients. Stuff too many people in the CC field and suddenly your email ends up in the Junk Email folder where it is never read.

Your email never gets read because it is obvious to the customer that this is a bulk mail out: Even if the email gets to your customer, it looks like a marketing email. He thinks you’re just trying to sell him something so he either deletes it… or leaves it in his Inbox to read later (how many of those emails do we ever read later?).

… can you use the BCC field instead!
The BCC field is no better at customer communications. Because the email is not addressed to the customer, the junk filters either move it to the junk folder… or the user recognizes it as marketing and deletes or ignores it till too late.

So what can you do?
If you’re one of the tens of thousands of users of the Email Merge for Outlook addin, you already know. Email Merge takes your chosen list of people (from Outlook or Excel or wherever) and:

  1. Creates a separate email for each person… with only their email address in the To field.
  2. Personalises the Subject and/or body of the email with their personal details (name, company name etc) if you want.
  3. Sends the email out immediately or schedules it out at a time suitable to you.
  4. It does all this and more inside Outlook using a Wizard that steps you through the process in a few minutes.

If you haven’t tried Email Merge yet, click here to learn more and download a fully functional version of the Email Merge for Outlook addon.

You’ll be sending out your first set of sales and marketing emails within 5 minutes.

Handling Unsubscribes Using EmailMerge for Outlook

By standss - Comments ( 1 ) Wednesday, February 23rd, 2011

Several Email Merge PRO for Outlook users have recently asked about how to handle people who wish to Unsubscribe from their emails(Newsletters). The short answer is “Stop sending them emails!”. The problem however is remembering who NOT to send emails to when you have a long list or if you have several lists. That’s why we built the Do Not Send To list in Email Merge for Outlook.

Before we get into using the Do Not Send To list, here’s a small quote from a happy user of this feature.

“I just found the function to update the do not send list from email responses in the current folder with Unsubscribed in the subject line and the ability to change the Subject word being searched for. Awesome! I lost my unsubscribe list, but keep all my responses in one folder.”

I’d like to say a Special Thanks to Marge for the positive feedback.

For all existing users of EmailMerge for Outlook and also who are currently trialing it, this post highlights what the “Do not Send To” list feature is and how you can use it to handle Unsubscribes.

What is the “Do not Send To” list?

The Do Not Send list allows you to maintain a list of email addresses to which EmailMerge will NEVER send emails (even if they are in your mailing list).

Why? Certain contacts may request to not be part of your mailings. Accidentally emailing them could result in annoyed prospects or customers… or complaints against you to spam authorities.

Adding these contacts to the Do Not Send list ensures that EmailMerge will not send emails to them.

How to Use it?

To Open the Do not Send List:

  • In Outlook go to your Inbox, click on the little arrow beside(below) the EmailMerge button on the Toolbar/Ribbon.

Dont Not Send List Button

  • Click Do not Send List. The application will open the following screen:

Do not send to screen

1.  Add an email-address to Do not Send List:

  • Click Add, the application will display the following screen:

Add Email Address

  • You can add email address(s) to the Do not Sent list using 1 of the 3 options below:
    • Manually add the new items to the list
      Select this option if you would like to type-in the email addresses manually. (Enter 1 email address per line)
    • Email address (sender) of currently selected email(s)
      Select this option if you want Email Merge to automatically add email addresses for the emails you have already selected in the current folder. The email address of the sender will be added to the Do not Sent List.
    • Emails in current folder with unsubscribe/bounce back words in subject
      People can unsubscribe from receiving emails from you by having certain words in the subject of the email they sent to you. (Normally they would reply to your email and add the word Unsubscribe)

You may also find that certain emails addresses on your list are no longer valid as emails you send are bounced back. EmailMerge can automatically add addresses of the above to the Do not Send List by comparing words in the Subject fields.

You can edit the list of words by clicking on Maintain Word List to add, delete or reset the Word list to default.

2.  Edit Do not Send List:

  • Select the email-address and click Edit
  • Make the necessary changes to the email-address
  • Click OK to save your changes

3.  Remove an email-address from Do not Send List:

  • Select the email-address you want to remove
  • Click Delete and the application will display a prompt to confirm the removal of the indicated email address from the list.
  • Select Yes to remove the email-address from the Do not Send List.

So… are you using the Do Not Send To feature of Email Merge PRO for Outlook. Let us know your thoughts by leaving a comment on the blog.

Not a user of Email Merge PRO for Outlook yet? Find out how you can keep customers informed using EmailMerge PRO for Outlook.

Sending out Invites, Greetings & Newsletters via Email, Fax or Post

By standss - Comments ( 2 ) Wednesday, November 24th, 2010

It is almost Christmas… its the time of the year when we need to send out invitations, greetings and newsletters to friends and clients.

Depending on your contact list, the best way to contact your friends this year maybe using email, fax or post/hand delivery.

Most of these mailing can be considered “mass mailing” i.e. we want to send copies of the same mail to everyone… possibly customized with their name and address at most.

Microsoft Outlook and Word have some built-in features that automate this process for you. In addition we have built our own tools to further speed up and simplify the process for you.

In this post I’ll discuss both the built in free ways as well as our own addins.

How to Email out Invites, Greetings and Newsletters.

I am going to start with what I consider to be the easiest, fastest and most powerful way of doing this… our own EmailMerge PRO for Outlook.

View EmailMerge PRO Video on our website

You can view a short video on our website to see just how easy this is.

How to Fax out Invites, Greetings and Newsletters.

Despite what many people will have you believe, Faxing is not dead.

In fact in terms of deliverability, it can beat email – there is almost no chance that your fax won’t get delivered because of an over-zealous spam filter.

You can use Microsoft Word and the free fax printer that comes with Windows 2000/XP/Vista/7 to send out personalized faxes to your customers this year.

The Bad News: Windows Fax and MS Word don’t talk easily to each other out of the box.
The Good News: Fax4Word allows you to fax merge straight from Word to the Windows Fax printer.

View more information on Fax for Word

How to Print Letters and Envelopes for Posting and Hand Delivery

Even if you will be sending paper based mail this year, technology can help you.

Here are step-by-step instructions to:

Use mail-merge in Word with Outlook data to create and print personalized letters

Use mail-merge in Word with Outlook data to print mailing labels and envelopes

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

Use Outlook Categories to Segment Your Customers and Prospects (or you could end up losing sales)

By standss - Comments ( 1 ) Friday, August 20th, 2010

Not everyone in your list of customers and prospects are interested in everything you sell. Try and group them into different segments… and then send different emails based on the needs of each group.

Outlook has a very powerful feature called Categories that you can use to segment your contacts.

Unfortunately it is not as easy as it could be to do email merges with this!

Users of our Email Merge PRO for Outlook software can easily use the Email Merge Wizard to both send out emails to particular segments/categories and to maintain their mailing lists.

The EmailMerge Wizard lets you save your selected contacts to a new or existing category easily inside the Wizard.

Click here to download a trial version of EmailMerge PRO for Outlook.

Categories : EmailMerge for Outlook Comments ( 1 )

Respect your customers… how to avoid sending them Outlook (marketing) emails when they have asked to not be contacted

By standss - Comments ( 1 ) Wednesday, August 18th, 2010

Email marketing using Outlook can be tricky if you don’t manage it properly. You will probably be using Outlook to send your customers and prospects marketing emails and normal non-marketing emails.

If your customer has asked you politely (the first email is usually polite) to not send them marketing emails then STOP.

You will need to contact them via email again for non-marketing related things… use their email address against their wishes and you may find that you get blocked off.

This is one of the NEW SAFETY features that we have built into Email Merge PRO Version 3! We have added a Do Not Send list.

What is the Do Not Send List? It is a special list maintained by you inside Email Merge. It contains a list of people who have asked to NOT be sent marketing emails (but probably still are happy to receive your normal emails).

Now when you send out a marketing email from Outlook using EmailMerge PRO, no emails will be sent to anyone who is on your Do-Not-Send-To list… even if you try to add them to your list of recipients manually.

Click here to download a trial version of EmailMerge PRO for Outlook.

This post is a small excerpt from our new FREE report titled:
The Accidental Salesperson’s Guide to Email Sales & Marketing with Outlook
7 Tips used EVERY DAY by Real (Intentional) Salespeople to RETAIN and GAIN NEW CUSTOMERS

Most of the ideas in the report were very generously shared by our THOUSANDS of readers who are already using Outlook very successfully to GROW their businesses.

Click here Download a FREE COPY of this Outlook Report.  (The report is 100% FREE… you may want to download it TODAY as it contains some TIME-SENSITIVE information on using Outlook as a Sales Power-Tool)

Categories : EmailMerge for Outlook Comments ( 1 )

Email Merge: Why Personalized Emails from Outlook Get Better Responses Than Bulk Emails?

By standss - Comments ( 0 ) Thursday, March 25th, 2010

Are your Sales and Marketing Emails from Outlook reaching their audience… or are they lost in Junk Mail folders?

In order to get your marketing emails read by your customers, you should NEVER send out bulk emails by stuffing many email addresses in the To, CC or even BCC fields.

Instead use Outlook to do an email merge i.e. create and send out a separate, personalized, individually addressed copy of the same email to each person.

Why is this important?

Emails sent the wrong way are MUCH  more likely to be blocked by the many levels of junk email filters that we all have (even if we don’t always know they’re there).

Junk/SPAM Mail Filters have different levels of sophistication but they all follow a few basic rules including:

  1. An email with a lot of recipients is more likely to be spam than an email addressed to only my valid email address and…
  2. An email that is NOT addressed to me directly is more likely to be SPAM than one that is addressed to my email address.

Many Outlook users don’t realize the multiple levels of junk email filters stopping both junk and often real emails from getting to our Inboxes.

Level 1 – Internet Service Provider: Most ISPs now have Junk Mail Filters setup on their servers. These filters do their work even before the email gets to our computers i.e. they remove the email to a Junk Folder that can only be accessed via the Internet.

Level 2 – Anti Spam Software: Many users have additional anti-spam software on their computers that automatically remove and quarantine suspected spam emails.

Level 3 – Outlook’s built-in Junk Email Filter: Finally Outlook has its own Junk Mail filter which moves suspected junk emails to Outlook’s own Junk E-mail folder.

If you’re still sending out your Sales and Marketing Emails from Outlook by putting them all in the To, CC and BCC fields of one email then guess what… your email is most likely lost in a Junk Email Folder somewhere… it is NOT reaching the Reader.

Very few users bother checking the various Junk Mail folders… if your email is getting blocked then chances are it’s going to stay blocked.


Email Merge! You can use Outlook to create and send out personalized copies of the same email to many people.

Outlook has some basic mail merge functionality built into it (it uses Word to do the merge) but this does have some limitations including being harder to use, not being able to customize the Subject line, and not being able to send out your emails in smaller lots (which again impacts deliverability).

The easiest way to do this is using our own EmailMerge for Outlook addin. Our addin installs inside Microsoft Outlook and then provides a step-by-step Wizard that will guide you through your first email merge.

You can learn more about Email Merge for Outlook and download a trial version using this link.