You are here: Home / Add-ins for Microsoft Outlook / Mail Merge Toolkit
Mail Merge Toolkit

Mail Merge Toolkit

Current version: 5.0

Mail Merge Toolkit is a powerful add-in for Microsoft Office extending the mail merging capabilities in Microsoft Outlook, Microsoft Word and Microsoft Publisher. This app allows you to realize really personalized mass mailing easily and efficiently by providing a set of requested and unique features:

Personalize email subject

As soon as you need to personalize part of message subject or the whole subject line, you need Mail Merge Toolkit. Insert data fields into the message subject, so that not only the contents of a message but also its subject is personalized.

The email subject personalization guide is available as separate article.

Mail Merge with attachments

As soon as Mail Merge Toolkit is installed, you can attach files to the message. Perform the mail merge the same way as you do it usually and click the “Mail Merge Toolkit” option on the last step of the “Step by step wizard” in Microsoft Word to specify the necessary attachments.

Read the article about mail merging with attached files for all the details.

Send personal attachments in your mailings

Mail Merge Toolkit offers a way to send personal attachments. You just need to specify the path to the file in a separate column in the data source (Excel spreadsheet, CSV, database, etc.) and enter the name of this field instead of the attachments in the Mail Merge Toolkit.

See how it works in this short video - Mail Merge with personal attachments.

Send personalized PDF files

Microsoft Word Mail Merge allows you to personalize HTML messages, but what if you need to send it as a PDF? Try Mail Merge Toolkit, the only way to distribute a number of personalized PDF files with a few mouse clicks. You just need a select “PDF attachment” in the message format and fill in the text which will be displayed in the message body.

This feature is described in the article Mail Merge with PDF attachments in Outlook.

Mail Merge with password-protected PDF and DOCX Attachments

When sending personalized documents, you can protect secure files with a password. This feature prevents unauthorized users from accessing, copying, editing, and printing sensitive data. Encrypt documents with a single password or different individual ones.

See an example in this short video: Password-protected PDF in Mail Merge.

Do a Mail Merge by a SharePoint List

If the data source with the message recipients data stored in a List on a Microsoft SharePoint Server, the Mail Merge Toolkit offers you a way to get data from this lists and use it for mail merging! You do not need to ask your SharePoint Administrator to install something on the server and you do not need to allow the exporting of the list to a Microsoft Excel Spreadsheet. Just use the Mail Merge Toolkit to perform your mailing by getting the data from a known and constant source.

This feature is described in the article How to do Mail Merge with SharePoint lists.

Avoid security issues and automate Mail Merge

Use the Mail Merge Toolkit to send HTML or RTF messages from Microsoft Word without Microsoft Outlook security prompts and maintain internal Internet links. In particular, Mail Merge in Microsoft Word provides a higher level of correspondence safety. Mail Merge Toolkit is compatible with all recent versions of the Microsoft Word, so, mail merging in Word isn’t a problem any longer!

Emails with image map

Send personalized messages in GIF format from Microsoft Publisher. When sending GIF messages from Microsoft Publisher, HTML-links can be assigned to image areas (image map technology). By using messages in GIF, you can be sure that your recipient will be able to read it in any email client.

Take the email format that you need

Send messages to multiple recipients in PDF, DOCX, HTML, Plain text and RTF formats directly from Microsoft Word.

Google Analytics for Mail Merge

Tracking email campaign results with Google Analytics

Measuring email campaign performance is an essential feature for bulk mailing. Mail Merge Toolkit allows tracking of mail merge using Google Analytics. By monitoring the email open rate, you can significantly improve your email marketing strategy and reach out to people in the most effective way.

This feature is described in the article Tracking mail merge in Word, Outlook and Publisher.

The Mail Merge Toolkit dialogue looks very similar to the standard Microsoft Office box "Merge to Electronic Mail". In that box, like in the standard one, you can choose the data field containing recipient addresses, set message subject (btw, in Mail Merge Toolkit you can use automatic data field insertion like in a document text), set the format, and choose files to be attached to each message if necessary.

 

What's new in Mail Merge Toolkit?

Version 5.0 — released on May 26, 2021

  • New: PDF-attachments generated using corresponding message format can be protected by password now. Available in the PRO edition only.
  • New: message format "DOCX Attachment" is added, as well as password protection/encryption for DOCX-attachments. Available in the PRO edition only.
  • The final sent report can be customized now: a possibility to add columns and several other message generation parameters is added. Available in the PRO edition only.
  • Numerous improvements in the options dialogue:
    • option to enable saving settings and selections for the next use, option to enable saving settings and selections for the next use,
    • option to use attachment text as message body,
    • trial period day counter.

Version 4.3.1 — released on December 7, 2020

Naming capabilities for personalized attachments are enhanced: using an optional name and multiple merge fields is possible.

Version 4.3 — released on January 24, 2020

  • New: support of the exclusion list is added: messages are not sent to these recipients, even if the addresses are present in the main recipient list or data source.
  • New: the option of generating detailed report for created messages is added.
  • Fixed: a problem with missing spaces in the attachment names, obtained from the data file field.

Version 4.2 — released on September 5, 2019

  • New: the option "Save copies of the generated files to folder" is now available for RTF and HTML/MHT attachments as well.
  • New: a possibility to send product logs to the MAPILab Support Team is added.
  • Fixed: an error could appear with the "PDF/RTF/HTML Attachment" message format if message body was kept blank.
  • Fixed: in the "Save copies of the generated PDF files to folder" option, an issue with the incorrect file name format is resolved if a data source field is selected as file name.
  • New: the mail profile selection option is added.

Version 4.1 — released on June 17, 2019

  • New: tracking email campaign results with Google Analytics.
  • Check for running programs from the Microsoft Office suite during the installation of the add-in is added, as well as the possibility of force closing them for the correct installation of the add-in.
  • Check of the launch of the installation of the add-in with another user’s rights ('Run as Administrator') and automatic selection of the correct installation method is added.

Version 4.0.1 — released on April 4, 2019

  • Mechanism of embedding images into HTML-formatted messages is significantly improved.
  • Fixed: an error with loading .NET module for connection to SharePoint, known on the systems where different .NET Framework versions are installed, is resolved.

Version 4.0 — released on December 28, 2018

  • New: program interface is completely redesigned. Sending personal mailings is now smarter and faster.
  • New: personal messages sent attached as files in the PDF format can be saved to the specified local folder or network share.
  • New: the number of recipients is displayed.
  • Fixed: an issue with processing file masks in the file names got from the data source.
  • New: options for viewing program logs are added.
  • New: custom setting to delay the start of mailing is added.
  • Program Help item is updated.

Version 3.0.2 — released on October 9, 2018

Support for Microsoft Outlook 2019 is added.

Version 3.0.1 — released on April 19, 2018

  • Diagnostics logs are improved for advanced troubleshooting.
  • Fixed: an issue with processing large recipient lists known with the 32-bit Office 2016 edition.

Version 3.0 — released on February 22, 2018

  • The mechanism of generating personalized PDF-documents is improved.
  • New: Microsoft SharePoint Lists are supported now as Mail Merge data source.
  • Professional edition of the product is released.

Version 2.12.3.3 — released on August 18, 2017

  • Fixed: an issue with adding the add-in toolbar to the "Mailings" ribbon tab in Publisher and Word, known in several cases with Microsoft Office 2013-1016.
  • Fixed: the "Invalid registry data type" error, known with the recent updates applied over the version 2.6 and lower installed previously.

Version 2.12.1.0 — released on May 17, 2017

  • Revised and updated installation / deployment mechanism of the add-in for Microsoft Office applications has been added:
    • diagnostics of the current MS Office configuration;
    • add-in loading diagnostics in Word, Outlook and Publisher;
    • mechanism for fixing loading issues in case the add-in is disabled in any Office applications.
  • Diagnostics logs enriched with a new detailed data to simplify troubleshooting.

Version 2.12.0.4 — released on February 10, 2017

  • An update for the mechanism for prevention of a system security warning from Outlook when trying to access items has been implemented. This warning appeared in systems of some languages after installation of Outlook 2016.

Version 2.12.0.3 — released on January 30, 2017

Improved handling of large lists of recipients when operating memory is low.

Version 2.12 — released on October 12, 2016

  • New feature is added: current document name can be used to rename the attached file which contains the main message text, when the “PDF/HTML/RTF Attachment” message format is selected.
  • Fixed: the error known with some specific configurations on closing publication in Publisher.

Version 2.11 — released on July 4, 2016

  • New: Logging level option is added for troubleshooting: Mail Merge Toolkit Help button (down-pointing arrow)-> Logging.
  • New: alternate action for messages with attachments is added: if the file is unavailable, you can select to stop sending the message with failing attachment. Other available alternates: Skip for this message, Skip for all messages, Stop sending.
  • Fixed: an issue with detection of the records number in the data source if some specific filters are used.

Version 2.10 — released on March 22, 2016

If the modes “HTML/RTF/PDF Attachment” are selected for the main document, inserting graphics is now supported for the outgoing HTML message body, generated by the add-in based on the custom form.

Version 2.9 — released on September 7, 2015

  • Support for Microsoft Office 2016 has been added;
  • Support for Windows 10 has been added.

Version 2.8 — released on January 19, 2015

The format of the outgoing message is changed if the modes: “HTML Attachment”, “RTF Attachment”, or “PDF Attachment” are selected as message format in the add-in settings. The new version of Mail Merge Toolkit generates messages in the HTML format, instead of the previously used RTF.

Version 2.7 — released on June 25, 2014

  • An issue with incorrect converting publication to the GIF format by using Mail Merge in Microsoft Office Publisher 2007-2013 is fixed.
  • New feature is added in Microsoft Office Publisher: export of publication to the PDF format.
  • The method of editing in Microsoft Office Publisher is updated: the built-in editor is now used.
  • If you select the "PDF Attachment" message formats in Publisher, you can configure using a separate template in the message body (so that it is not empty if you send your message text as an attachment).
  • Unicode support is added.
  • The bug of processing filters by the data source record numbers is fixed.

Version 2.6.4 — released on May 27, 2014

  • Compatibilty with Microsoft Office 2013 Service Pack 1 (KB2817430) is added.
  • New feature is added: you can use a separate template in the message body if selecting message formats like: "HTML Attachment", "RTF Attachment", "PDF Attachment" (in previous versions, message text was sent in the attachment, and message body was empty).
  • An issue with incorrect displaying specific local characters is fixed.
  • The method of sending messages with attachment is optimized.

Version 2.6.3 — released on October 18, 2013

  • An issue when the registration code is unsaved known if running Microsoft Office Word without Administrator credentials is fixed.
  • Unicode paths to the attached files (specific national characters in filenames) are now supported.
  • New feature: file masks are now supported in the name of attached files.
  • An issue with sending blank message body is fixed – it was known in several cases with the systems where non-English local language settings were used.

Version 2.6.2 — released on February 25, 2013

The feature to send personalized messages as PDF attachments has been added.

Version 2.6.1 — released on November 16, 2012

  • Support for Windows 8 has been added;
  • Support for Microsoft Office 2013 has been added.

Version 2.6 — released on December 19, 2011

A possibility to use data source fields inside of automated Word fields (for example, Database field) is added.

Version 2.5.7 — released on October 14, 2010

The problem with displaying full path to the attachments has been fixed.

Version 2.5.6 — released on February 19, 2010

Microsoft Office 2010 Beta (64-bit editions) support has been added.

Version 2.5.5 — released on December 10, 2009

Microsoft Office 2010 Beta (32-bit editions) support has been added.

Version 2.5.4 — released on July 22, 2009

  • Deployment capability has been extended;
  • Minor interface changes.

Version 2.5.3 — released on December 23, 2008

Support for Microsoft Outlook 2007 hotfix package KB958789 has been added.

Version 2.5.2 — released on December 18, 2007

The problem with adding extra character to end of the message has been fixed.

Version 2.5.0 — released on December 11, 2006

  • Support for Windows Vista has been added;
  • Support for Microsoft Office 2007 has been added.

Version 2.4.0 — released on April 20, 2006

  • Attachment Manager has been added;
  • Program Installation Wizard has been improved;
  • The "Help" section has been enhanced;
  • The list of company's products and their description has been updated.

Version 2.3.0 — released on January 17, 2006

Some bugs have been fixed.

Version 2.2.0 — released on July 8, 2005

  • A possibility to send messages when the "CC" and "BCC" fields are filled in has been added.
  • The fields and the settings of the main window of the program can be saved now.

Version 2.1.0 — released on June 11, 2005

  • The way to select accounts has beed changed.
  • Now you can send the merged messages with background images.

Version 2.0.0 — released on May 27, 2005

The message converter has been rewritten and the bugs with message formatting have been fixed.

Version 1.7 — released on March 14, 2005

The possibility to send messages through a specifed account has been added.

Version 1.6 — released on February 23, 2005

German language has been added.

Version 1.5 — released on January 13, 2005

  • Bug with sending messages by Excel datasource has been fixed.
  • Russian language has been added.

Version 1.4 — released on August 27, 2004

  • Microsoft Windows XP Service Pack 2 compatibility issues are fixed.
  • Product was tested with Windows XP 64-bit Edition, no known issues.

Version 1.3 — released on August 10, 2004

  • The Button "Mail Merge Toolkit" has been added to the "Mail Merge" toolbar of Microsoft Word.
  • Now you can send the merged messages like attachments in the RTF format.
  • A possibility to send messages to recipients from exchange server's address book has been added.

Version 1.2 — released on January 14, 2004

  • Add-in now allows the user to choose save or not to save sent messages(to the Sent Items folder).
  • Some bugs have been fixed.

Version 1.1 — released on October 24, 2003

Bug with recognizing the type of message attachment has been fixed.

Version 1.0 — released on October 9, 2003

First public version.

Additional information

Mail merge in MS Word 2016, 2013
How to do mail merge in ms word
How to mail merge in Microsoft Word (2003, XP)


Frequently Asked Questions about mail merging add-in for Microsoft Outlook

Question: Every time I try to send a mail merge with a party CC'd it seems to add an additional CC to my mailmerge. Do you know if there is a way to correct this?

Answer: Our Mail Merge Outlook Toolkit software works as follows: according to the number of e-mail addresses in the "To:" field, Mail Merge Toolkit generates personal messages for every single recipient (as many messages as many recipients in the "To:" field), and then, places all those individual messages into Outlook Outbox. I.e. only "To:" field matters for generating a single personal message. That means, if your original, "source" message contains addresses in the "CC" or "BCC" field - every message generated for a single "To:"-recipient will contain all these addresses in those secondary fields, so, therefore, a (blind) copy of every message sent to a single "To:"-recipient will be also sent to the secondary recipients (specified in "CC" and "BCC"). So, if you add e.g. 100 recipients into the "TO:" field, and a recipient into CC - your CC-recipient will get 100 message copies addressed to your 100 TO-recipients. This behavior is correct. Therefore, we usually strongly recommend our customers to avoid using the "CC" or "BCC" fields if mail merge feature is used.

Question: Does Mail Merge Toolkit enable me to send individualized attachments in the mail merge, so that each email contains a different attachment?

Answer: Yes, Mail Merge Outlook Toolkit will help you attach to your personalized messages unique attachments to unique recipients (or, also static files if needed). With Mail Merge Toolkit add-in, you can merge fields from different data sources, incl. Excel data files: all the opportunities of the native mail merge in Word are supported by our Mail Merge Toolkit since it is the extension of the regular Office Mail Merge feature. Its option appears in the last 6th step in Word, as an alternative towards the regular "Electronic Mail", if you follow Step by Step Mail Merge Wizard, and enables some additional features there. And you can send personalized attachments with this tool - a sample of such use with the Excel base is illustrated in this video tutorial.

Question: Is there a way to send from a non-primary email address? I sent a test email, but there was no option to change the "From" field before sending.

Answer: Our mail merge tool does not provide any possibility to edit the From field. But if you have several accounts in Outlook, or if you have several mail profiles in your system - Mail Merge Toolkit will display profile or account selection dialogue: if you close Outlook before mailing (and do not use Outlook Contacts as a data source) - you will get profile selection before the account selection. You can test with a separate account, or also with a separate mail profile. If you e.g. send through a POP3 account - Outlook will send a message with the address specified as the sender's address in your POP3 account settings. If you send using some specific Exchange feature (delegate access, or "send as", or "send on behalf") - your Exchange Server analyzes data in the From field and processes it according to the sender's permissions to send as the specified user. Please contact your mail server administrator for more details about using these features.
User Testimonials
The mail merge option is so useful for attachments. Without it, we wouldn't be able to integrate Outlook, ContactMonkey, and mail merge for email tracking.

Vincent Setiono
Los Angeles Capital Management Company

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You are here: Home / Add-ins for Microsoft Outlook / Mail Merge Toolkit
Mail Merge Toolkit Current version: 5.0

Mail Merge Toolkit

Mail Merge Toolkit is a powerful add-in for Microsoft Office extending the mail merging capabilities in Microsoft Outlook, Microsoft Word and Microsoft Publisher. This app allows you to realize really personalized mass mailing easily and efficiently by providing a set of requested and unique features:

Personalize email subject

As soon as you need to personalize part of message subject or the whole subject line, you need Mail Merge Toolkit. Insert data fields into the message subject, so that not only the contents of a message but also its subject is personalized.

The email subject personalization guide is available as separate article.

Mail Merge with attachments

As soon as Mail Merge Toolkit is installed, you can attach files to the message. Perform the mail merge the same way as you do it usually and click the “Mail Merge Toolkit” option on the last step of the “Step by step wizard” in Microsoft Word to specify the necessary attachments.

Read the article about mail merging with attached files for all the details.

Send personal attachments in your mailings

Mail Merge Toolkit offers a way to send personal attachments. You just need to specify the path to the file in a separate column in the data source (Excel spreadsheet, CSV, database, etc.) and enter the name of this field instead of the attachments in the Mail Merge Toolkit.

See how it works in this short video - Mail Merge with personal attachments.

Send personalized PDF files

Microsoft Word Mail Merge allows you to personalize HTML messages, but what if you need to send it as a PDF? Try Mail Merge Toolkit, the only way to distribute a number of personalized PDF files with a few mouse clicks. You just need a select “PDF attachment” in the message format and fill in the text which will be displayed in the message body.

This feature is described in the article Mail Merge with PDF attachments in Outlook.

Mail Merge with password-protected PDF and DOCX Attachments

When sending personalized documents, you can protect secure files with a password. This feature prevents unauthorized users from accessing, copying, editing, and printing sensitive data. Encrypt documents with a single password or different individual ones.

See an example in this short video: Password-protected PDF in Mail Merge.

Do a Mail Merge by a SharePoint List

If the data source with the message recipients data stored in a List on a Microsoft SharePoint Server, the Mail Merge Toolkit offers you a way to get data from this lists and use it for mail merging! You do not need to ask your SharePoint Administrator to install something on the server and you do not need to allow the exporting of the list to a Microsoft Excel Spreadsheet. Just use the Mail Merge Toolkit to perform your mailing by getting the data from a known and constant source.

This feature is described in the article How to do Mail Merge with SharePoint lists.

Avoid security issues and automate Mail Merge

Use the Mail Merge Toolkit to send HTML or RTF messages from Microsoft Word without Microsoft Outlook security prompts and maintain internal Internet links. In particular, Mail Merge in Microsoft Word provides a higher level of correspondence safety. Mail Merge Toolkit is compatible with all recent versions of the Microsoft Word, so, mail merging in Word isn’t a problem any longer!

Emails with image map

Send personalized messages in GIF format from Microsoft Publisher. When sending GIF messages from Microsoft Publisher, HTML-links can be assigned to image areas (image map technology). By using messages in GIF, you can be sure that your recipient will be able to read it in any email client.

Take the email format that you need

Send messages to multiple recipients in PDF, DOCX, HTML, Plain text and RTF formats directly from Microsoft Word.

Google Analytics for Mail Merge

Tracking email campaign results with Google Analytics

Measuring email campaign performance is an essential feature for bulk mailing. Mail Merge Toolkit allows tracking of mail merge using Google Analytics. By monitoring the email open rate, you can significantly improve your email marketing strategy and reach out to people in the most effective way.

This feature is described in the article Tracking mail merge in Word, Outlook and Publisher.

The Mail Merge Toolkit dialogue looks very similar to the standard Microsoft Office box "Merge to Electronic Mail". In that box, like in the standard one, you can choose the data field containing recipient addresses, set message subject (btw, in Mail Merge Toolkit you can use automatic data field insertion like in a document text), set the format, and choose files to be attached to each message if necessary.

Technical support

The license grants you a right to get new versions and technical support for free during one year. After one year you can continue use installed version of the product without any limitations but if you would like to get technical support or to download new version of the product the license renew is required. To get a status of your license and to renew it please follow the Renew license area on the web-site.

Technical support is provided via e-mail and Tickets system on the web-site.

Download Trial Version

You can download free trial version (30093 KB) of Mail Merge Toolkit and test it before purchasing:

Primary Download
Secondary Download

Ordering Information

In unregistered versions, the number of addresses the message is sent to using Mail Merge Toolkit cannot exceed 50 and the trial period is limited to 30 days. You can order the fully licensed version of Mail Merge Toolkit over the Internet with any major credit card.

Pricing:

License typeUSD
Single user license    24
5-Users license    110
10-Users license    190
25-Users license    450
50-Users license    800
100-Users license    1200

Buy Now!

* If you are interested in purchasing more than 100-user license, volume prices are available here.

User testimonials
Having purchased Mail Merge Toolkit. I have now distributed my first mass (well 500!) emails using MMT to include PDF files as attachments. This software works seemlessly inside MS Word and is simplicity itself to use. I have waited in vain for Microsoft to include this feature in Office products and now for a minimal price my wishes have come true. Congratulations to your development team!

John Barlow


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Related posts in company's blog

Mail Merge with password-protected PDF and DOCX attachments
Secure PDF and DOCX attachments with passwords, to prevent unauthorized users from accessing, copying, editing, and printing sensitive data.

Mail Merge with Cc / Bcc using Word
Send Carbon or Blind Carbon Copy the same way as in regular Outlook messages. Just specify a specific address or a merge field as a secondary recipient.

Tracking mail merge in Word, Outlook and Publisher
Measuring email campaign performance is an essential feature for mailouts. Mail Merge Toolkit PRO allows tracking of mail merge using Google...

How to do Mail Merge with SharePoint lists
Are you using the features of the SharePoint platform in your everyday work? Do you use SharePoint lists to store corporate data? And when you send numerous e-mail messages...

Using digital signature in the documents emailed via the Microsoft Word Mail Merge feature
Let’s say, I need several personal copies of my Agreement to be signed by specialist. They are away, but available via e-mail. Can I use the Signature feature in Microsoft Office Word and let my document...

View more posts

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