sending distribution list out with personalization

Outlook distribution/contact lists cannot personalize the body per recipient. Everyone on the list receives the same message, so a unique greeting like “Hi Alex” for each contact is not supported when sending to a list from Outlook or Outlook on the web.

To send personalized messages (each email addressed by name), use Word Mail Merge with email instead of a distribution list:

1. Prepare a mailing list (for example, an Excel file) with at least these columns:
   • EmailAddress
   • FirstName (and optionally LastName or FullName)
2. In Word, go to Mailings > Start Mail Merge > E-mail Messages.
3. Connect to the mailing list as the data source.
4. Type the email body, then insert personalized fields:
   • Place the cursor where the name should appear.
   • Use Mailings > Greeting Line or Insert Merge Field (e.g., FirstName).
5. When finished, choose Mailings > Preview Results to verify each message shows the correct name.
6. Select Finish & Merge > Send E-mail Messages.
   • In To, choose the column that contains the email addresses (e.g., EmailAddress).
   • Enter a subject line.
   • Choose HTML or Plain text for Mail format.
   • Choose All records and select OK.

Word will send an individual email to each contact, with the correct name merged into the body. Note that this method cannot CC/BCC others and cannot add attachments; links can be included instead.

If the goal is only to hide the list of recipients (not personalize), use Bcc with a contact group/distribution list so recipients do not see each other’s addresses.

References:

• Use mail merge in Word to send bulk email messages
• Use mail merge to personalize letters
• Hide names and addresses in a personal distribution list
• Create a contact list or distribution list in Outlook for Mac
• Add people to a contact group in Outlook for PC