Mail merge with attachments in Outlook

If you work in Microsoft Office and sometimes need to send out large, personalized mailings, you probably know that the basic package provides the essential means to achieve this task. The Mail Merge feature, introduced in Word 2002, has proven to be an invaluable tool for performing this type of business correspondence for a stupendous number of people.

If you send out massive staff notification mailings or business offers to your clients, if you manage a recruitment agency with a massive database, or even if you just find that personalized newsletters are a necessity – nothing else available in Office really comes close.

Mail Merge in Word

Mail Merge has the ability to produce a virtually infinite number of copies of the same text document with any given user-defined personal variables. For instance, if you intend to send basically the same document as an email message to a number of recipients but include the personal information such as first and last name, home and business addresses, etc., you can do it as professional and accurate as possible using Mail Merge’s personalization tools. These tools allow to keep both the anonymity of other recipients from each other, and to greet each one of them using their own names and titles in the message body.

Mail Merge in Word

This is scenario is done by conveniently placing the user-friendly macros beside the greeting lines and other critical points of the message during its composition in Word. Later, during the actual mail generation, Word accesses the designated contacts base – either the regular Outlook Contacts storage (thanks to the seamless integration between these Microsoft Office components) or an external data-source file (it could be any database-enabled file format – a Microsoft Access file or an Excel table, to name a few) and inserts the actual individual data of the recipient instead of the macro. As the result, each recipient will receive your intended message as if it were designed exclusively for him or her, with only their email address visible in the “TO:” field of the message and their own names and other individual data instead of the placeholders.

Mail Merge in Word

We at MAPILab have been working to improve the Mail Merge tool and its personalization possibilities even further, and are introducing the Mail Merge Toolkit: a feature-rich add-in (a software upgrade which uses Microsoft Office as the main platform, while only including the necessary software library files as an addition to the primary pool) that aims to extend the list of available features with its own unique mass mail personalization and productivity functions.

NOTE! The special offer is available now – 10% discount for Mail Merge Toolkit license!

Mail Merge in Excel

One of the most important and welcome additions has been the inclusion of the individual attachments in Mail Merge. Mail Merge with attachments opens even more possibilities to conduct business correspondence precisely and competently. The know-how is simple: to perform a mail merge with attachment, a file location is included beside the intended recipient in the data-source file, and after that – a special macro is specified within the extended Mail Merge finalization window’s “Attachment” field. A Mail Merge attachment will be sent and delivered to the unique recipient as seamlessly and conveniently as a regular file attached to an email message would. If there is no more than one unique recipient per attached file, you can even name your Mail Merge attachments according to the person who is going to receive it (multiple recipients who are going to receive the same file, or even split bunches of recipients and different bunch-dependent files are possible with the Mail Merge with attachments feature as well).

Mail Merge Attachments

You are welcome to watch the short video created by our friends from Webucator training service. It shows how to perform a mail merge with attachments in Outlook:

With the most recent version of the Mail Merge Toolkit add-in, you can also send your documents as .PDF attachments or as data in the message body during in your mailing.

The special offer is available now – 10% discount for Mail Merge Toolkit license!

22 thoughts on “Mail merge with attachments in Outlook

  1. This looks pretty good, and after one or two false starts I managed to get it to work, but ahead of sending each e-mail it asked me to confirm that I wanted to send it, and there was no “yes to all” button, so I had to confirm them individually, which rather put a damper on the bulk mail idea – any suggestions?

    1. Hello Peter,
      Thank you for your question.
      Do you mean a dialogue which requests you to select your Outlook Contacts folder for every message ?
      This issue is known in some email account configurations if Outlook Contacts are used as the recipient data source, and an external file (e.g. an image) is used in the document/message body as well: Word connects to the image, and looses connection with the Outlook data source…
      We know some tricks allowing to solve that issue with Microsoft Office components: the easiest one is to use the regular Word option “Embed image” instead of inserting/linking to the image file.


  2. I’m trying to use the attachment feature, whereby I can put in the file path into the excel spreadsheet, but it is not working for me. How do I put in the file path, so it will email it!

    1. Hello Nikki,
      Thank you for your message.

      In order to let our add-in attach your file to your messages, you will need to type full file name in your Excel data source, which includes Path+ filename.extension, e.g.:


      Please make sure your data source contains full file name – with the file extension.

  3. I have tried the above path+filename extension but no attachment is sent.
    Email is sent to address as are all the field merges in the email but no attachment is sent with the email.
    please assist.

    1. Hello,

      Please consider creating a trouble ticket in our dedicated Support module:

      In the meantime, please identify the stage at which does the issue occur. Temporarily disable the “Send immediately when connected” Outlook option via ‘File -> Options -> Advanced’, and check the Outbox folder. Does the attachment appear to be present?

      Please forward your reply to the Support area.

      Thank you.

  4. But it seem that only one attachment could be attached on each email.
    It seems there is no methods to attached more than one file for one email.

  5. Hello Remiko,
    Thank you for your question.

    You can attach as many files as you wish to your individual messages: please click on the “…” button next to the “Attach” field.
    New dialogue window will open – for managing all your files in the list: attach static files, add your data source field with the path to your file, and remove your previously added files from the list.
    Please see the screenshot:

    1. Hello Vinodkumar,
      Thank you for your question.
      Mail Merge Toolkit generates messages with attachments from within Word and Publisher and delivers them to Outlook.
      If your files are password protected, you can attach them to your messages as well.

      But if you need a tool to protect your files with passwords upon sending them – you will need a tool for Outlook.
      We offer such option with another our Outlook add-in – Attachments Processor:
      you can configure add-in rule to zip files in outgoing messages (filters can be set as well), and the add-in is able to archive outgoing attachments to password-protected zip-files. You can configure the password in the rule settings:

  6. Hi! I am having some problems sending out around 360 emails using mailmerge as my recipients was not able to receive my emails but those emails are already in my sent items. What can be the reason behind this? Does the mailmerge have limited amount of emails to be sent at a time? I am hoping for your prompt reply. Thank you!

    1. Hello Sir,
      Thank you for your question.
      The registered add-in version does not impose any limits (with the trial version, you will get a notification after 50 messages, so you will know exactly about the limit – I believe that is not the case).
      The add-in completes its task when all messages are places into Outlook Outbox. The system (Outlook + mail server) sends your messages further from Outlook – and all sent messages appear in the Sent Items folder. Here, Outlook completes its task as well.
      So, if your messages are present in Sent Items – that means both the add-in and Outlook sent them.
      And if your recipients have not got them, we can assume an issue has occurred with the mail server – either your mail server filtered your outgoing mail (and your mail server administrator can check that), or the recipients’ servers rejected incoming messages, or filtered into Junk/Spam. Please ask your mail server administrator – probably, they got non-delivery reports from your recipients’ server.
      But sometimes incoming mail server may block message without reporting.
      Please examine your sent messages: e.g. if you have numerous messages sent within 1-2 minutes to the same domain, that server could recognize such mailing as spam, or your subject line could contain a word recognized by the server as suspicious one…

      1. Hi! We already coordinated with our mail server but they did not find any stuck email. Yes, when I used mail merge all my emails appeared in the Sent Items folder. With our mail server seemingly ok, what could have been the problem with the transmission?

      2. Hi! Just an update. When we are sending 10 e-mails only. Recipients got their respective e-mails. We really are puzzled with this because mail merge seems to be working as well. Although, when we are sending e-mail blast of roughly 360 emails, they don’t get transmitted. Btw, is there an easier to talk with you guys?

  7. Hello Sir,
    Please contact us in our trouble ticket system:

    Our software completes its task when messages are placed into Outbox.
    If an issue occurs with numerous messages at your mail system, please ask first both your mail server administrator and your mail service provider – they may have limits for outgoing mail.

    Or, please look at your recipients: if you have too many recipients at the same domain – your recipients’ server may consider that actions as spam.

  8. I will be using Mail Merge to send a series of reports to distribution lists that I built in Excel. I have tested a variety of situations over the last few days. I have found the system very flexible. It’s fairly reliable, but occasionally, Mail Merge will not attach the files to a group of emails. Is there a way to stop the macro from merging messages and sending them, if I see a problem? Once I go back and re-select the file, everything seems to work fine, but I don’t want to send a series of messages without files to a long list of recipients.

    1. Hello Vance,
      Thank you for your question.

      >> occasionally, Mail Merge will not attach the files to a group of emails.
      The programme should display a notification informing you the file can not be attached – if you can see that one, one please select the mode “skip for this message” and check which files are skipped. Please check if they are available in their directories for your current user at the moment.
      If you select a data base field with the path to your file, please make sure full file name is specified there – including full path and the extension of your file.
      If you do not get such notification, and messages appear without attachments in Outlook, please contact us in trouble ticket or via e-mail – we will provide you detailed instructions for emptying temp folders.

      >> Is there a way to stop the macro from merging messages and sending them, if I see a problem?

      Yes. You can stop all your messages in Outbox – and look through the list before they are finally sent by Outlook:
      under File-> Options-> Advanced, please disable “Send immediately when connected” (please also check your settings for Send/Receive groups – they might be configured for sending by schedule).
      After that, your messages will just stack in Outbox – until you click manually on “Send/Receive” or “Send All”.

  9. Hi,

    Just downloaded the toolkit to mail merge with individual attachments, for some reason it will not send the emails and just sits waiting/trying to process, it seems the paths to the excel spreadsheets are causing the issue as it sends out the emails when not including the attachments – i have checked the paths to the excel sheets and are all correct though so not sure what else i can try – any ideas?

  10. Hello,

    We appreciate your interest in MAPILab products.

    We have replied to your trouble ticket (#61915) with a solution.

    Please let us know if you have other questions or notes.

    Sincerely yours,
    MAPILab Support Team.

  11. I would like to send a personalized attachment via Mail Merger (Word document and Excel file with tags and email addresses for recipients) as a pdf file. In the email itself, I’d like to add a static subject and body message. How do I do that with your tool?

    1. Hello,

      In order to do that, please select the “PDF, Attachment” mailing format in the Mail Merge Toolkit Window. A window will appear, allowing you to edit the message body separately.

      Sincerely yours,
      MAPILab Support Team.

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