Mail Merge with Microsoft Office for Mac

Google sending limits are in place which restrict the number of email messages an individual may send each day. Most individuals will not be impacted by these limits, but they may cause problems for those whose job requires them to send many individual or personalized email messages in a given day. These limits are enforced on Google's SMTP server which is used when accessing Google via the web browser, however, U-M maintains its own Authenticated SMTP server, smtp.mail.umich.edu. There are no sending limits enforced on this server, but since the web browser cannot be used, one must configure an email client to send through it.

CAEN recommends that individuals continue to use the web browser as their default method for accessing their U-M Google email, but for those who need to send large amounts of messages, we are providing instructions below for configuring Microsoft Office for Mac to connect to the U-M Authenticated SMTP server to send a Mail Merge. Again, this configuration should only be used when sending a Mail Merge; the web browser should remain the default option for day-to-day email access.

Configuring Microsoft Outlook for Mac with the U-M Authenticated SMTP

  1. Enable IMAP Access to your U-M Google account. You may also want to un-check Show in IMAP for many/all Labels so they do not sync to local Outlook folders via IMAP.
  2. Launch Microsoft Outlook 2011 to begin setup.
  3. Note: If you already use Microsoft Outlook to access your U-M Google email, or if you have any other accounts configured in Outlook, you should first set up a secondary account for sending mail merges before proceeding. Select Preferences... from the Outlook menu, then click the Accounts icon. Click the + symbol in the bottom-left corner of the account list, and select Email.... Proceed to step 4 below.

  4. When you first start Outlook, the Accounts window will appear. Click the E-mail Account button:
  5. Enter your uniqname@umich.edu E-mail address, and your UMICH password.
  6. Uncheck the Configure automatically box, and the window will expand to enter more settings:
  7. For the User name, enter your uniqname@umich.edu e-mail address.
  8. Choose IMAP from the Type drop-down menu.
  9. For the Incoming server, enter imap.gmail.com.
  10. Uncheck Override default port.
  11. Check Use SSL to connect (recommended).
  12. For the Outgoing server, enter smtp.mail.umich.edu.
  13. Check Override default port.
  14. Check Use SSL to connect (recommended).
  15. Set the port to 465.
  16. Click the Add Account button, and a new Accounts window will appear:
  17. Update the Account description to distinguish it from any other accounts you may have configured, e.g. Mail Merge Account.
  18. Enter your Full name, and click More Options....
  19. In the resulting Settings for: smtp.mail.umich.edu window, set your User name to just your U-M uniqname, and enter your UMICH password:
  20. Click OK to close the Account windows.

Redirecting Sent Items to a Local Folder

An issue when using the Outlook configuration above is that you must connect to your U-M Google account via IMAP. By default, this means that every message you send will be copied to the Sent Mail folder in your U-M Google account, which may not be favorable to those who send a very large number of messages. In addition, if the messages happen to contain large attachments, there is a risk of reaching Google's IMAP bandwidth limit or the 25 GB mailbox quota. To prevent these complications, it is recommended that you redirect the sent messages to a local folder on the computer:

  1. Select Preferences... from the Outlook menu.
  2. Click the Accounts icon.
  3. Click the Advanced... button.
  4. Click the Folders tab.
  5. You can now select where to direct your sent messages. We recommend storing them in Sent Items (On My Computer) to ensure that you will still retain a copy of any message you send via Outlook:
  6. Click OK to save the new settings.
You are now ready to create a Mail Merge to be sent by Microsoft Outlook on your Mac through the U-M Authenticated SMTP server.

Use Mail Merge to send personalized e-mail messages to your e-mail address list

Microsoft Word will be used to compose the message and configure the Mail Merge settings:
  1. Open Microsoft Word.
  2. Select Mail Merge Manager from the Tools menu. The small Mail Merge Manager window will appear showing the six steps necessary to complete:

  1. Under 1. Select Document Type, click Create New, and select Form Letters.
  2. Under 2. Select Recipients List, click on Get List to choose the source for the data that will be inserted into your form letter (e.g. names, addresses, etc.). Your options will include New Data Source, Open Data Source, Office Address Book (the one found in Outlook), Apple Address Book (Apple’s Address Book application), and FileMaker Pro. If you are using Excel, you will be asked to select the specific worksheet.
  3. Now you can start composing your form letter, leaving spaces where you want to merge your data.
  4. Under 3. Insert Placeholders, you will find common data types including first name, last name, and e-mail address. Drag-and-drop the appropriate data type to its proper place in your form letter.
  5. Under 4. Filter Recipients, click Options..., and a Query Options window will appear. You will now select which of your recipients will be merged into the letter. Once you've made your selections, click OK.
  6. Under 5. Preview Results, you can preview your form letter by clicking on the View Merged Data icon and clicking the right or left arrow buttons to move through the forms. As you click, new records will be inserted into your document.
  7. Finally, under 6. Complete Merge, click Generate E-mail Messages. In the Mail Recipient window that appears, enter a Subject for your message and click Mail Merge to Outbox. Word should now generate customized versions of your message and place them in Outlook’s Outbox (If not, open Apple Mail, choose Preferences, click the General tab, and ensure that Microsoft Outlook is configured as the default e-mail reader).



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