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Send individual, full color flyer emails to multiple people with one easy process.

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Multiple versions of this lesson are available, choose the appropriate version for you:

2016, 2019/365.

Quick reference

E-Mail Merge, Full Color Flyer

Send individual, Full Color Flyer emails to multiple people with one easy process.

When to use

Outlook Email Merge can be used to email a full color flyer to recipients. This is a cost-saving alternative to expensive paper flyers and postage.

Instructions

  1. Start with Outlook.
     
  2. Click Contacts, and select the folder with the contacts to use in the Email Merge.
     
  3. On the HOME ribbon, click Mail Merge

     
  4. At the bottom of this box, change Merge to: “E-mail”
    and enter a Subject Line topic 
    Note: you will have a chance later to change or modify the subject line

     
  5. If your list contains Contact Groups, the process will warn you that those will not be included in the Merge.  Click OK.

     
  6. MS Word will open in the background,
    Type your email message,
    Personalize the fields,
    and/or Insert a .jpg photo of a pre-made flyer.
    1. To Personalize the email message:
      1. Click into the Greeting line of the message, i.e.: Hello ____________
      2. On the Mailings ribbon, Click “Insert Merge Field”
         
      3. Locate and select the field “First Name”
      4. The Greeting line will look like this:
        1. The grey area is the “field code” and the chevrons (arrows) on the sides should not be deleted or the code will break.
    2. To Insert a .jpg photo of a pre-made flyer:

This process is basically easy: Insert a .jpg into the text portion of the email

  1. Create a .jpg with either PowerPoint (PPT) or Publisher (PUB)
    1. In PowerPoint, click File , Save As ,
      Under Save As Type: choose .jpg:
    2. In Publisher, click File , Save as ,
      Under Save As Type: choose .jpg:
  2. Insert the .jpg into the Word mail merge window
    In Word, click Insert, Pictures

    Find the picture in your files and click Insert
  3. Click and drag the right upper corner of the .jpg to resize to approx. 4 – 5 inches. This is ideal to allow the recipient to view the flyer without scrolling.
  1. Take a moment to Preview the emails (only available if you added a personalized field).
            
     
  2. Click Finish & Merge (on the Mailings ribbon), and then “Send Email Messages”

     
  3. You have ONE LAST CHANCE to change the Subject line and/or cancel the process:

     
  4. Click OK and the emails will immediately send out.

TIP: Should all go wrong and emails are flying out to the wrong list (Yes, this happens because humans sometimes choose the wrong lists!), switch off your wireless on your laptop, or pull the Ethernet cord from your computer!

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  • 00:04 Another awesome use for
  • 00:06 e-mail merge is to send individual e-mails with full color fliers.
  • 00:10 Here's how you do that.
  • 00:11 Again, I'm on my contacts, I click Mail Merge.
  • 00:14 I click Merge to, merge to an email.
  • 00:19 Type in the subject line.
  • 00:21 Hit OK. It's going to notice if you have
  • 00:22 contact roots.
  • 00:23 Go ahead and ignore that.
  • 00:25 Microsoft Word opens.
  • 00:27 All I have to do now is insert my full-color flyer.
  • 00:29 But your question is gonna be,
  • 00:31 how do you make a full-color flyer that will go inside a email.
  • 00:34 Here you go.
  • 00:34 In the background I've got PowerPoint open.
  • 00:37 I've already designed a slide that I wanna send.
  • 00:40 Now, what you may not know is under File, Save As in PowerPoint, you
  • 00:45 can actually instead of saving a flyer as a PowerPoint, you can save it as a JPEG.
  • 00:50 You can save it as a PNG or a TIF, as well.
  • 00:52 But JPEG is the smallest file size.
  • 00:54 It looks professional, and it travels easily through email.
  • 00:58 So I would choose JPEG there, and I would save the file.
  • 01:01 Now, that's with PowerPoint.
  • 01:02 Another idea is Publisher.
  • 01:04 The reason you might use Publisher, Publisher has all these great pre-existing
  • 01:09 file formats like postcards but it has the same feature.
  • 01:12 Under File, Save As, I can hit Browse and choose File type JPEG and
  • 01:18 you can save a publisher postcard as a JPEG to be used in a mail merge.
  • 01:24 So let me get right back there.
  • 01:27 Here's how you bring it in.
  • 01:29 I'm back to my mail merge and Insert, Picture and
  • 01:33 go find my PowerPoint slide that I saved as a JPEG, and there you go.
  • 01:37 You can even resize it on the corners.
  • 01:40 Ideally, you want these to open up to the width of the end user screen, and
  • 01:44 generally, people have their e-mail's minimized a little bit,
  • 01:48 so we want a four or five-inch sized flyer.
  • 01:50 It might be a little too small, but that's okay.
  • 01:53 Now I'm gonna go ahead back to my mailings, Finish & Merge, and
  • 01:57 send my mail messages.
  • 01:58 Hit OK, and I can go ahead and check my mail messages and they'll be flying out.
  • 02:04 So let's do this one more time.
  • 02:06 And with the Publisher, I'm gonna pause the video and
  • 02:08 start right back in when I'm ready to insert the Publisher.
  • 02:11 Just a moment.
  • 02:13 Okay I restarted the mail merge and I'm ready to insert my picture
  • 02:19 of my publisher file, which is completely different file.
  • 02:25 Full color.
  • 02:26 Resize it so it's about four or five inches.
  • 02:29 Go back to mailings, Finish & Merge, send it, and hit OK.
  • 02:34 Now those all sent so I'm gonna go back to my email,
  • 02:40 take a look at my sent folder, and there they are.
  • 02:45 I double click it, this would be an email received with a full color flyer,
  • 02:50 full color postcard right there on the screen.
  • 02:52 A great feature, I hope you use this, it is just awesome to be able to
  • 02:56 send full color photos with relevant information about your business.

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