Sending Email with Mail Merge for Advisors
Article ID: 1048 | permalink | Rating: Unrated | Last Updated: Thu, May 5, 2022 at 4:58 PM
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2017 |
Sending Email with Mail Merge for Advisors
- Download an Excel file (.xls) from Starfish containing the students you will be contacting
- Log into Starfish
- Apply any necessary filters
- i.e. Attribute = RCT
- Click Download
- When prompted, select 'Save As'
- Save as type = Excel (.xls) or (.xlsx)
- Note the file name and location as you will need it later.
- Open the Outlook client
- Note: not the web version of email
- Open the letter you will be sending students (also referred to as the Merge Document) in Word
- Example document attached to this article.
- If prompted, click Enable Content, on the yellow Security Warning
- Modify the document as needed. For example:
- You should review the entire document and add/remove information as it applies to you and/or your advisees.
- Add the majors you advise.
- Add your campus.
- Update your email
- Add your signature.
- Select the Mailings Tab from the Ribbon
-
- Click Select Recipients > Use an Existing List...
-
- Select the file saved in step 1.f above and click
- When prompted to select table, verify 'First row of data contains column headers is checked'.
- Click OK
-
- Click the
button (in the Mailings tab) to ensure the correct fields from the Excel file are being placed in the document.
- You may click the navigation buttons (e.x.
) to navigate through the records to verify.
- You may click the navigation buttons (e.x.
- Click Finish & Merge > Send Email Messages...
-
- Verify To: field is set to email
- Enter a Subject line:
- Optional: select a limited number of records to send to
- It is recommended you email no more than 200 individuals at a time. If your list of students exceeds 200 individuals, it is recommended you use the From: fields to select groups of 200 students
-
- When you are ready to begin sending the messages, click
- The messages will begin sending immediately
- Messages will be sent from Outlook. You can verify messages sent in your Sent Items folder.