How to Mail Merge For MacBooks

Mail Merge on a MacBook (with Outlook as Default)

Step 1: Prepare Your Mailing List

1. Open Excel 

2. Create a spreadsheet with columns like:

   • First Name

   • Last Name

   • Email Address

   • Any other info you want to merge (e.g., Company, Title).

3. Save the file somewhere easy to find (e.g., Desktop) so that you're able to locate it later. 

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Step 2: Make Outlook the Default Email App

1. Open Mail (the Apple Mail app).

2. In the top menu, click Mail > Settings (or Preferences).

3. Go to the General tab.

4. Find the Default email reader.

5. From the dropdown menu, select Microsoft Outlook.

6. Open Outlook and  (if you haven’t already) sign in using your KIPP account credentials.

   • This ensures Outlook is set as the default email sender for mail merges. If you see that the mail merge option is greyed out, then chances are that you have not selected Outlook as the default email reader.

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Step 3: Create Your Document in Word

1. Open Microsoft Word.

2. Go to the top of the Word document and select Mailings

3. Click the dropdown for Start Mail Merge at the top of the document and select Email Messages.

4. Click the dropdown for Select Recipients and select Use an existing list.

5. Search for the Excel file that you recently saved and select Open.

6. A pop-up will appear regarding a potential security breach if the file is malicious - select Yes.

   1. If you are ever apprehensive about selecting the sheet, please reach out to [e-mail] for further assistance.

7. Another pop-up will appear - select OK if you plan on working with the entire Excel sheet. 

8. Click on Filter Recipients and then select Allow to permit Word to access your contacts. 

9. Query Options - this is where you will select which column headers you will be using for your mail merges (i.e., First Name, Last Name, Email Address, etc) and which conditions will apply to retrieve the appropriate information.

   1. For example, If you would like to pull all data from each column, then select the following:

      1. 

   2. Select OK after you have finished customizing your queries. 

   3. From here, you can start to create your email within the Word document.

   4. When necessary, select the drop down on Insert Merge Field to select the appropriate field you'd wish to insert.

   5. Once you are finished crafting your document, you can click on ABC Preview Results and then on the corresponding arrows to toggle between the previews of the emails that will be sent out. 

   6. After you have confirmed everything, select the drop down on Finish & Merge and then select Merge to Email. 

   7. For the mail recipient, select the Email Address field so that you may send the document to each one of the email addresses. 

   8. Enter your subject line as you deem fit. 

   9. For Send As, ensure to select HTML so that you're able to send emails.

   10. Click on Mail Merge to Outbox and then you should see a Sending pop-up!

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Need Help?

If assistance is needed, please reach out to [e-mail] so that someone may assist you.