How to Send Mass email from Outlook on Mac in 2024 (Ventura)

Save time by sending mass emails from Outlook on Mac when you need to communicate with multiple contacts simultaneously. 

But how to do so? If that’s your query, you came to the right spot. Today in this guide, we will show you an easy way to send mass emails from Outlook on Mac. So tie up your lace, and get ready!

How To Send Mass Email In Outlook 365 On Mac

In this procedure,

we will need Microsoft Excel and Microsoft Word, and Microsoft Outlook. So install all these apps from the App Store on Mac.

Note: Configure Microsoft Outlook as the default mail app on Mac. For this, open the Mail App. Next, select Mail from the menu bar > Settings > General Tap. Next, select the Default Mail Reader drop-down and choose Microsoft Outlook.

Step 1. Open Excel and create a mailing list

  • Press command + Space, and search for Microsoft Excel. Now, for instance, create two columns, one tagged as First Name, Last Name, and Email. After this, enter the desired number of email addresses in the Email Column. And the first name, and last name in the First Name, and Last name for the respective mail address.
Create Email List in Excel
Create an Email List in Excel
  • Now, select the File option from the menu bar. Click on Save As…
Save Excel Email List in to CSV
Save Excel Email List into CSV
  • Set up the desired location for the file to be saved on. And from the format drop-down, select CSV. Hit Save.
Save Excel Contact list in to CSV on Mac
Save Excel Contact list into CSV on Mac

Step 2. Open Microsoft and write your mail format

1→ Open Microsoft Word, and jot down the message you want to send. 

2→ Once you finish writing the message, click on Mailing from the toolbar.

Mailings Settings on Word Mac
Mailings Settings on Word Mac

3→ Click on Select Recipients drop-down.

Select Recipients to import in Word
Select Recipients to import into Word

4→ And Select Use an Existing List. If you wish to import from other options, then do it. Import from Outlook contacts, apple contacts…

Note: I am using my own .csv contacts file created earlier.

Upload CSV file from Created Earlier or Select other Options
Upload CSV file from Created Earlier or Select other Options

4→ Now, Choose the Mail List CSV file created in Excel. Click Open.

Find and Upload CSV file to Mac Word
Find and Upload CSV file to Mac Word

5→ Select the box next to the MacOS (Default) in the next window.

Import Contact to Word mac
Import Contact to Word mac

6→ See all Imported Email Lists. Click on “Edit Recipient List” from the toolbar.

See All Imported Contact to Word for Outlook mail
See All Imported Contact to Word for Outlook mail

6→ Click on Insert Merge Field.

Insert Dynamic Name Field on Mac
Insert Dynamic Name Field on Mac

7→ And Select either First Name, Last_Name or Email. These fields are Dynamically added to the Body of your Mail-in recipients inbox. Please make sure to include at least one field.

Insert Name or Dynamic Data to Mail
Insert Name or Dynamic Data to Mail

8→ My First Name Field is Added automatically as I select the option.

Added Tag to Mail Body
Added Tag to Mail Body

9→ At last, go to the Finish & Merge.

Finish and Merge Option on Word Mac
Finish and Merge Option on Word Mac

10→ drop-down and click Merge To Email (😧 Grayed Out, Follow the Troubleshooting steps at last given in this tutorial).

Merge to Email in Word for Outlook mail
Merge to Email in Word for Outlook mail

11→ Select the To address, Email Subject Line, and Send in terms of Text, HTML, or Attachment. I recommend HTML to Send in the Correct format as appeared in the Document. Click on Mail Merge to Outbox.

Choose To and Subject to mail
Choose To and Subject to mail

12→ Just Wait for all Emails are send from your Outlook app and See the Sent from your Outlook account. (See below Outlook 365 App on Mac)

Send Mass emails from Outlook
Send Mass emails from Outlook

13→ The recipient will receive the email successfully. (text format, if we select HTML, then the recipient gets the correct format) – Explained in Step 12

Send Mass emails Received
Send Mass emails Received

That’s it.

Fix Outlook Merge To Email Greyed Out

Insert Merge Field: Have you inserted the merge field in your Message Format? If not, the issue can be due to it. So right after selecting the recipient, choose Insert Merge Field and select any of the following options. And then check for the problem. Hopefully, it might get resolved.

Insert Name or Dynamic Data to Mail
Insert Name or Dynamic Data to Mail

Make sure Outlook Is Your Default Mail: 

1→ Open the Mail App. Select Mail > Settings…

Open Mail app settings on Mac
Open Mail app settings on Mac

2→ > General > Select Default Mail Reader drop-down and select Microsoft Outlook.

Set Microsoft Outlook as Default app on Mac
Set Microsoft Outlook as Default app on Mac

Try Force-Quitting Microsoft Word: Now, try force-quitting the Microsoft Word app. For this, select the Apple Logo > Force Quit. Next, select Microsoft Word, and, at last, choose Force Quit Button.

Important,

Must Restart Mac Computer: The last solution to fix the problem is restarting the Mac computer; select Apple Logo > Restart. Re-open the Microsoft Word, and recheck the problem. 

Restart Mac
Restart Mac

Final Thought!

Interestingly, If you want to send mass messages on Outlook on Mac, it is the easiest. Hopefully, this article worked for you. If you find it helpful, share it as much as you can.

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Karly Wood

Karly Wood, a Wellington-based journalist, excels in covering Apple and tech trends. With a diverse background in public safety, government, and education reporting, her insights bridge multiple disciplines, offering readers a well-rounded perspective on today's technological advancements. Contact Her Team:- jaysukh.pharma@gmail.com [OR] admin@howtoisolve.com

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