423047 – Outlook: Mail Merge (Advanced) on Outlook on the Web and new Outlook for Windows

Product:

Outlook, Windows

Platform:

Web, Windows Desktop, World tenant

Status:

In development

Change type:

Links:

Details:

Mail Merge (Basic) will be improved upon to allow fields to be replaced by values per email address. When Mail Merge (Advanced) is launched, not only will every recipient receive their own email with only their email address in the recipients list, but the emails can further be personalized to include content such as their name. #newoutlookforwindows

Change Category:
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Scope:
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Release Phase:
General Availability, Targeted Release

Created:
2024-10-18

updated:
2025-12-18

Public Preview Start Date

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Docu to Check

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MS workload name

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summary for non-techies**

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Direct effects for Operations**

Email Delivery Issues
If the Mail Merge feature is implemented without proper testing, it may lead to incorrect email delivery, where emails are sent to the wrong recipients or not sent at all, causing confusion and potential data breaches.
   - roles: Email Administrators, Marketing Team
   - references: https://www.techradar.com/news/how-to-use-mail-merge-in-outlook, https://www.lifewire.com/how-to-use-mail-merge-in-outlook-1172954

User Experience Degradation
Users may experience frustration if the new Mail Merge feature does not function as expected, leading to delays in communication and a negative perception of the tool's reliability.
   - roles: End Users, Customer Support
   - references: https://www.zdnet.com/article/microsoft-outlook-mail-merge-how-to-use-it/, https://www.howtogeek.com/706052/how-to-use-mail-merge-in-outlook/

Configutation Options**

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explanation for non-techies**

Imagine you are hosting a dinner party, and you want to send personalized invitations to each guest. Instead of writing each invitation by hand, you use a template where you can fill in specific details like the guest's name and the dish they are bringing. This way, every invitation feels personal, even though you only created one main template.

This is similar to what the new Mail Merge (Advanced) feature in Outlook is doing. Previously, with Mail Merge (Basic), you could send out emails where each recipient would only see their email address, ensuring privacy. Now, with the advanced version, you can take it a step further by personalizing each email with specific details, like the recipient's name or other unique information. This means that when you send out a batch of emails, each one feels like it was crafted just for that individual, much like your personalized dinner invitations.

This enhancement is particularly useful for businesses or teams that need to communicate with a large number of people while maintaining a personal touch. Whether it's addressing clients by their first name or including specific information relevant to them, the new Mail Merge (Advanced) feature allows for more tailored communication, enhancing the recipient's experience and engagement. Just like your guests would appreciate the personal touch in their invitations, your email recipients will appreciate the personalized attention in their inbox.