Benefits of Mail Merge in Outlook

We've all done it—sent an email to a group, or even the entire company. But what often follows? A wave of “Reply All” responses that quickly crowd everyone’s inbox.

While it’s usually unintentional, those extra messages can create confusion and clutter.

Here’s how Mail Merge can help you avoid the Reply All spiral:

1. Click “New” in the top left corner to start a new email.

2. Enter recipient email addresses in the “To” field.

3. Go to the “Options” tab in the ribbon at the top of the window.

4. Click “Start Mail Merge.”

5. You’ll notice the “Send” button changes to “Send Mail Merge.”

6. Compose your email as usual, then click “Send Mail Merge.”

This method sends an individual email to each recipient, preventing group responses and keeping inboxes clutter-free. Keeping replies targeted helps streamline communication and keeps everyone focused on what matters most.

If you have any questions or need assistance, please contact IT Director Chris Pacifico or submit a HelpDesk ticket.