Contents


1. Getting Started
   

2. System Requirements
   

3. Configuring Settings
   

• EmailMerge Setting
  

• Advanced
  

• Merge Tracking
  

• SalesForce
  

4. EmailMerge Toolbars
   

5. EmailMerge Wizard
   

• Which Email do you want to Send to Your List?
  

• Locate your Contact Source
  

• Where are your Contacts?
  

• Who do you want to send this e-mail to?
  

• Confirm Your Mailing List
  

• What if some Contact information is missing?
  

• Preview Your Emails
  

• When and how do you want to send your emails?
  

• Create and Send Emails
  

6. EmailMerge Scheduler
   

7. Do Not Send list
   

8. Template Manager
   

9. Insert HTML
   

10. Send Emails to Draft
    

11. Load Contacts From An External Source
    

12. BCC to SalesForce
    

The EmailMerge Wizard is the heart of this add on for Microsoft® Outlook ®.

We recommend that you read the QuickStart section first.
You may find EmailMerge so easy that you don't actually need to read anything else.

If you have any problems take a look at:
Frequently Asked Questions

This section takes you through the options available in each screen of the EmailMerge Wizard.

Click on of the following links for detailed instructions on each step of the Wizard.

Step 1: Which Email do you want to Send to Your List?
Step 2: Locate your Contact Source
Step 3: Where are your Contacts?
Step 4: Who do you want to send this e-mail to?
Step 5: Confirm Your Mailing List
Step 6: What if some Contact information is missing?
Step 7: Preview Your Emails
Step 8: When and how do you want to send your emails?
Step 9: Create and Send Emails

Which Email do you want to Send to Your List?

In this step of the wizard, you can choose whether to start your email merge process with a Blank email or select an Email template (pre-set email) you created. To learn more about how to create and manage your templates CLICK HERE.

To start with a blank email:

• Select Start with BLANK email
• Click Next.

To use a Template:

• Select a template from the list
• Click Next.

Locate your Contact Source

This step allows you to choose your contact source. EmailMerge provides you with 7 choices from where you can select your contacts from both inside Outlook and external files.
These options are:

1. Microsoft Outlook

Choose this option if your Contacts are stored in any of the Contacts Folders inside Outlook. If you are in an Exchange Environment and your contacts are stored in Public Folders, also tick "Include Public Folders". This will include any Contacts Folders found in the Public Folders in your search.

2. Distribution List

Choose this option if you want to use Contacts from Distribution Lists. These Lists can be stored in any Contacts Folders either inside Outlook or inside Public Folders on the Exchange (if applicable).

3. Global Address List *

Choose this option if you want to use Contacts from the Global Address List (GAL). This option is only applicable in the presence of an Exchange Environment.

4. Outlook Address Book*

Choose this option if you want to select Contacts from the Global Address List (GAL) using the Outlook's Address Book. This option is only available in the presence of an Exchange Environment and with Outlook 2007.

5. Microsoft Excel File*

Choose this option if you want to use Contacts stored in Microsoft Excel Spreadsheet. Click on the […] button and browse for the Contacts File.

6. CSV File*

Choose this option if you want to use Contacts stored in CSV File. Click on the […] button and browse for the Contacts File.

7. Microsoft Outlook*

Choose this options if you want to use Contacts stored in an Access database. Click on the […] button and browse for the Contacts File. The contacts can be stored in any of the table so select the one you want to use.

8. Microsoft Outlook*

Choose this options if you want to use Contacts from previous Merge Campaigns. Click on the dropdown list and browse for the merge which might have the contacts you require.

* This features are only available in EmailMerge Pro for Outlook and not in the Standard version.

Where are your Contacts?

This step allows you to select specific Folders/Lists/Sheets/Tables from where you want to load the contacts from. Depending on your choice in the previous step, the above screen will change.

In the previous step, if you have selected:

1. Microsoft®Outlook ® Contacts

A list of all the Contact Folders with their paths respectively will be shown. If you have more than one PST linked to your Outlook, the Contact Folders from all PST's should be shown. If you have also opted to Include the Public Folders, then all Contact Folders from the Public Folders should also be displayed.

2. Distribution Lists

All Distribution Lists from every PST's linked to your Outlook should be shown. If you have also opted to Include the Public Folders, then all Distribution Lists stored in the Public Folders should also be displayed.

3. Global Address List

The default Global Address list will be displayed.

4. Microsoft®Excel ® File

All Sheets from the Excel File that are not empty will be displayed.

5. CSV File

Choose this option if you want to use Contacts stored in Microsoft Excel Spreadsheet. Click on the […] button and browse for the Contacts File.

6. Microsoft®Access ® File

Microsoft®Excel ® File All Sheets from the Excel File that are not empty will be displayed.

7. EmailCaddie Previous Merge Campaigns Contacts File

All the types such as Sent, Opens, Clicks will be displayed.

Click on "Select All" or "Un-Select All" to select all or none of the items in the list.

Filter Contacts

To apply advanced filter on the contacts being loaded, click on the Filter Contacts link. The following screen should appear:

Define your criteria and click "Add To List" button to add your newly created filter criteria to the list

To remove a criteria, select the criteria that you want to remove and click on "Remove from List" button

Click on "OK" to apply the ticked criterias or "Cancel" to return to the Wizard.

Select fields for Attachments/CC/BCC

You can also personalize attachments, CC or BCC the contacts of your mailing list. To do this, click on Select fields for Attachments/CC/BCC. The application will open the following screen:

Basic Tab:

Recipient's Email Address- Select the field/column that contains the email addresses of the recipients. This field is compulsory as EmailMerge will use the email addresses found in this field to send the merged emails.

Recipient's Name- Select the field/column that contains the names of the recipients. This field is optional, however it will be used as the display name in the To field of the email sent to each recipient.

Recipient's Company- Select the field/column that contains the recipients company name. This field is optional.

Attachments Tab:

EmailMerge will also allow you to send different attachment for each recipient. You will be required to select the appropriate field/column from the list which contains the path and name of the attachment file.

Note: EmailMerge will only attach a file to a merged email if the given path to the attachment exists. If 1 of the attachments paths is invalid, then that specific email will be sent without the attachment whilst other emails who have valid attachment paths will be sent with their attachments.

CC/BCC:

Select the field/column that contains the Email address of the CC/BCC contact. For instance, you are sending emails to the Managers of different companies and would also like to CC/BCC the email to the Personal Assistant. You will have to select the appropriate field from the drop-down which has the email addresses of the Personal Assistant. Email Merge will send personalized copies of the email to the Managers and a copy of the email to the Personal Assistant.

Who do you want to send this e-mail to?

Select (tick) the people to whom you want to send this email.

In this step of the wizard, EmailMerge will display a list of all contacts loaded from the folder you specified in the previous step. Here you can select the contacts to whom the email will be sent and also view information related to the contact. By default EmailMerge will take the following actions on this step:

• Contacts added to the Do not Send List will not be displayed. If you have any contacts in the Do not Send list, you will notice a Red Colored Link below Show All fields. Click this link to view contacts added to the Do not Send List, Edit or remove them from the list.


• Duplicate contacts will not be displayed

Actions you can take

Buttons/Options	What it Does?
Show all fields	By Default only the contacts Full Name, CompanyName and Email1Address is displayed. TICK this checkbox to view all other fields with the relevant data.
Show duplicates	When ticked, any duplicate contact will be displayed. By default, duplicate contacts are removed.
Select All	Lets you Select All contacts at once when clicked. You will notice a counter which will display the total number of contacts loaded and of which how many have been selected.X of X Selected
Un-Select All	Lets you Un-Select All Contacts at once when clicked

Advanced Select/Unselect Feature

If you have a large contact list, it would be time consuming if you were to select/unselect contacts individually, especially if you were to find 100 or more contacts to add to your current sending list.

EmailMerge makes this easy by letting you select/unselect contacts from your list based on a criteria specified by you. Here’s how:

1. Click on "Select/Unselect multiple contacts based on category and other fields". The application will display the screen below on which you can specify the criteria.

For Instance, you want to Select All contacts who are assigned to the category "Standss"

1. From the Field Drop-Down, select Category
2. Select EQUALS.
3. Enter Standss in the space provided
4. Click Select

The application will now automatically look through all contacts in the list and select those which match the criteria above.

* Note: Any contacts that you have selected previously will also stay in the sending list. This means if you want to select multiple contacts based on another criteria, you can repeat the same steps as mentioned above.

Confirm Your Mailing List

In this step of the wizard, EmailMerge will display a list of all contacts you had selected to be added to your current sending list. You can verify and confirm your list here.

Actions you can take:

1. If you need to make any changes (Add/Remove Contacts), Click Back to go to the previous step
2. If you are satisfied with your sending list, click on Next to go to the next step

Advanced Feature

EmailMerge allows you to manage your contacts Categories. On this step, you can save a list of your chosen Contacts as a category. Then the next time you want to send email to the same list of people, you can choose the Category instead of needing to select each contact individually again. The following options are available from the Action drop-down:

1. Continue mail merge without saving list
By default, this option is selected, this does not alter anything to your contacts categories, It just continues to the next step of the wizard.

2. Add selected contacts to a new/existing category
This option allows you to save the contacts in the sending list to an existing or a new Category and then continue with the Merge process. You will have to

1. Type in a Category name in the Category: drop-down (when saving as a new Category)
   OR
2. Select an existing Category from the Category: drop-down (when modifying an existing Category)

3. Replace existing category with selected contacts
This option will replace the current sending list with the old list for the selected Category. This means that contacts who were part of the previous category will be lost.

What if some Contact information is missing?

When creating your e-mail to do the merge, you may have inserted several fields. Now what if the contacts that you have selected may not have the required information in these fields. Or you may want to have some special CASE being applied while replacing the field values.

On this step, EmailMerge allows you to define these special CASES.

1. To add a new CASE, click on the Add Item link to open the Add Case window described below.
2. To remove the Cases, select the case that you want to remove and click on the Delete Item link.
3. To edit any already created Case, select the case that you want to edit and click on Edit Item link or double-click on that Case to open the Edit Case window..

Case Priority

You can even prioritize the cases to list them in order in which you want them to be applied. To set the priority of any case, select the case and click on the priority button (up or down arrow) depending on your preference.

For example, consider the following two CASES:

IF [HomeAddress] CONTAINS Suva THEN abc
IF [HomeAddress] CONTAINS Fiji THEN xyz

There may be some contacts that have "Suva" and some have "Fiji" while there may be some that have both in the HomeAddress field. In the last situation where the HomeAddress fileld contains both "Suva" and "Fiji", the priority will apply. The Case on top will be applied first. Hence in this situation, the results would be as follows:

HomeAddress field value	Replaced with
Pender St, Suva GoodEnough St, Suva, Fiji Dilkusha Rd, Nausori, Fiji	abc abc xyz

Add Case

This window allows you to add your special cases. The Case criterias available are:

1. IS EMPTY
2. IS NOT EMPTY
3. IS EQUAL TO
4. IS NOT EQUAL TO
5. CONTAINS
6. IS LESS THAN
7. IS GREATER THAN

When any of the above criteria is met for any fields being selected, you can either:

1. Replace the field with another field value or
2. Replace the field with your own custom text.

Click "Add Case" button to add the newly created CASE or "Close" button to return back to the Wizard.

Preview Your Emails

In this step of the wizard, you can create/edit and preview your merged emails before proceeding with the merge process. Personalized copies of the same email will be created for each contact on your sending list which you will be able to view.

1. To Create/Edit your email:

1. Select Go to Email to Edit (this will be selected by Default)
2. Click Next. EmailMerge will open a Blank email for you
3. Compose your email using any Outlook function for the email message, just like when you create a regular Outlook email
4. Add m-Fields at locations where you want the email personalized. (Place the cursor at the location you want to insert the m-Field and then click Insert m-Field on the EmailMerge toolbar/ribbon)
5. Click Resume Wizard once you have created/edited the email. (This will take you back to the wizard)

2. To Preview the Emails:

1. Click on the arrows to view the personalized copy of the email for each contact
2. To see a larger preview of the emails, click "Show Preview in Larger Window"

Once you are satisfied with the composed emails:

1. Select "Continue with wizard to send out emails"
2. Click Next. This will take you to the next step of the wizard.

When and how do you want to send your emails?

EmailMerge allows you to configure some Sending options.
Click on Now after the Send When> option to open the Schedule Send window which is described below.
Click on Send all e-mails at once after the Send in batches option to open the Sending Rule window described below.

Schedule Send

On this window, you can specify when do you want to start sending the e-mails. Select the option:

1. "Now" - starts sending the e-mails as soon as the Wizard finishes.
2. "Later" - starts sending of the e-mails at the specified date and time.

Click "OK" button to apply the option selected or"Cancel" to return to the Wizard

Sending Rule

Many ISPs place restrictions on the number of e-mails that you can send out within a specified time period. Using the settings on this window, you can tell Microsoft® Outlook ® to send your e-mails in small batches. Select your appropriate option and click "OK" to apply the Sending Rule or "Cancel" to return to the Wizard.

Create and Send Emails

You may have many E-mail Accounts linked to your Microsoft Outlook but you may prefer to send out the merged e-mails via a specific Account. EmailMerge lets you choose the sending account on the last step of the Wizard.

The drop-down list in the first option contains all the e-mail Accounts that are linked to your Outlook. You only have to select the appropriate Account from this drop-down list.

EmailMerge is also designed to allow you to send emails on behalf of another person in your company or organization (This option is only available to Microsoft Exchange users)

To Send an Email Merge on Behalf of another Person:

1. Click on the Drop-Down list
2. Click "Send on Behalf of (Microsoft Outlook Users only)"
3. Enter the name of the Account or the Email Address that you want to use.
4. Click Track Opens and Clicks using EmailCaddie.com to track your merge campaigns. (Available ONLY in PRO VERSION)
5. Click Finish

All your merged emails will now be sent using the selected Account.

Sending Options

On the last step of the wizard, you get to decide between 3 Options on what needs to be done to the personalized emails which were created using Email Merge:

1. Send via Scheduler

Using this option, all your merged emails will be send in the backgound and you will be able to use Outlook for other tasks.

2. Send (Save in Outbox and then send out)

Using this option, all your merged emails will be placed in the Outbox at once and then be sent out. If you have configured any sending options in the previous step of the wizard, your merged emails will be sent out accordingly from the Outbox.

By default, all your sent emails are saved in the Outlook Sent Items folder, however you can also save the merged emails in a different folder, For example a special Newsletter, Events, or Project Folder. This is easy using Email Merge for Outlook, here’s how you can save your sent emails to a different folder:

1. Click on “Sent Items”.
2. Click Finish. EmailMerge will prompt a confirmation message before sending the emails.

All your merged emails will now be placed in the Outbox at once and then be sent. If you have configured any sending options in the previous step of the wizard, your merged emails will be sent out accordingly from the Outbox.

Once an email is sent, it will be moved to the folder which you have specified above.

3. Do not Send (Save in Drafts for me to view/edit)

Instead of sending out emails directly, EmailMerge can create personalized emails and then save them to the Drafts folder. You can then:

1. Check all or selected emails to ensure that the personalized emails are to your expectations
2. Modify any of the emails with additional information.
3. Finally, you can select all the emails you want to send from the Drafts folder and have EmailMerge send them out for you in one step (you do not need to send them out one at a time)

For Instructions on how to save emails to your Drafts folder
and sending them later once you have verified click here
.