Sending a Mass Email through Microsoft Word/Outlook

Sending a Mass Email through Microsoft Word/Outlook

By using the Grid Export feature of Junxure combined with the Mail Merge feature of Microsoft Word and Outlook, it is possible to send a mass mailing to alternate contact lists or with more specific formatting than allowed strictly within Junxure.

Users of the Microsoft 365 integration can Email through Outlook Online without needing this workaround.

To do this, you’ll perform the following basic steps:

  1. Create and export a Record Grid containing data you need for your mail merge (including the email addresses of all your recipients).
  2. Load the exported data into Microsoft Word as a mail merge dataset.
  3. Draft your email in Microsoft Word.
  4. Merge and send the final communication from Word through your current Outlook profile.

Full details for each part of the process are outlined below.

Part 1: Creating a Distribution List

  1. Navigate to the Record Workspace.
  2. Using Searches or Filters, create a Grid containing the Records you want to receive the mailing.
  3. Use the Column Chooser to add the email type you want to contact. Common options include Email Record, Email Primary Person 1, Email Primary Person 2. Note that with this method you can only send to one address per Record.
  4. If there are any fields you wish to use as merge data in your message, add those columns to the Grid as well.
  5. Use Grid Export to save the contents of the Grid to CSV.

Part 2: Starting an Email Merge in Microsoft Word

  1. Open a blank document in Word.
  2. In the Mailings tab, click Start Mail Merge > Email Message.
  3. In the Mailings tab, click Select Recipients > Use an Existing List.
  4. Navigate to and select the CSV downloaded in Part 1.

Part 3: Drafting Your Email Message

At this point, you are ready to draft your email message in Word. You can also insert any columns you exported from Junxure as merge fields in your draft by using Mailings > Insert Merge Field. Remember, email delivers formatting in a “best effort” manner. It is best to keep styling and formatting simple; your end-client may not see extensive or fancy formatting and images as you intend.

Part 4: Sending Your Message

  1. In the Mailings tab, click Finish & Merge > Send Email Messages.
  2. Click the To drop-down and select the column with the recipient email addresses.

  3. Enter a Subject Line.
  4. Click OK. The completed merge is passed to Outlook for sending through your email.

Conclusion

The merged and sent emails are visible in your sent items folder. If you are using the Outlook Add-in with automatic email capture enabled, they are automatically captured to the Records you included.

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