Attaching Specific Files to Mail-Merge E-Mail Messages

Written by Allen Wyatt (last updated February 19, 2022)
This tip applies to Word 2007, 2010, 2013, 2016, 2019, Word in Microsoft 365, and 2021


1

Don can do a mail merge to create individualized e-mail messages. What he hasn't been able to figure out is how to specify that each message created by the merge should have a different file attachment. He wonders if there is a way in the merge to specify the name of a file that should be attached to the message that is created by the merge.

Unfortunately, Word does not include this capability and it never has. You can see Microsoft's official pronouncements on this in this FAQ about mail merge:

https://go.tips.net/mmfaq

Granted, this FAQ is about older versions of Word (Word 2003 through Word 2010), but the answers to questions 15 and 16—which deal specially with Don's question—are still applicable in the latest versions of Word.

One possible workaround to the lack of capability is to not actually include an attachment, but instead proved a pointer to a unique document, stored in a cloud source. For instance, you might consider putting the attachments in a OneDrive or Dropbox location and adding the URL to that location to your merge data. Then, when you create the e-mail messages you can include the individualized URLs in the messages. When the recipient receives the message, they can click on the URL to access the file you would have otherwise attached to the e-mail.

If you absolutely want to add attachments, then the best solution is to use the Merge Tools add-in created by Doug Robbins. How to use this tool (which is really handy) is discussed in this video by Microsoft employee Kevin Stratvert:

https://www.youtube.com/watch?v=yj_s3cdfVDY

The video is about 15 minutes long, and it is quite helpful on explaining how to use the Merge Tools add-in to do something that Word was never intended to do in the first place.

WordTips is your source for cost-effective Microsoft Word training. (Microsoft Word is the most popular word processing software in the world.) This tip (9580) applies to Microsoft Word 2007, 2010, 2013, 2016, 2019, Word in Microsoft 365, and 2021.

Author Bio

Allen Wyatt

With more than 50 non-fiction books and numerous magazine articles to his credit, Allen Wyatt is an internationally recognized author. He is president of Sharon Parq Associates, a computer and publishing services company. ...

MORE FROM ALLEN

Selecting Text in Linked Text Boxes

Text boxes are often used as design elements in a document layout. If you have linked text boxes, you may have noticed ...

Discover More

Incrementing Months in Dates

Excel can easily store dates. If you want to increment a date by one month, there are a number of ways you can accomplish ...

Discover More

How Excel Treats Disk Files

Workbooks are loaded from disk files, but workbooks aren't the only type of files that Excel can load. This tip provides ...

Discover More

Comprehensive VBA Guide Visual Basic for Applications (VBA) is the language used for writing macros in all Office programs. This complete guide shows both professionals and novices how to master VBA in order to customize the entire Office suite for their needs. Check out Mastering VBA for Office 2010 today!

More WordTips (ribbon)

Proper Comparisons for Dates in Merge Fields

How Word merges a data source with a document is controlled by merge fields. In those fields you may want to compare ...

Discover More

Controlling Date Formats in a Mail Merge

One of the data sources that Word allows you to use for your mail merges is an Excel worksheet. You may get unexpected ...

Discover More

Using Merge Fields

When creating a mail merge document, you use merge fields to indicate where the information from each record of your data ...

Discover More
Subscribe

FREE SERVICE: Get tips like this every week in WordTips, a free productivity newsletter. Enter your address and click "Subscribe."

View most recent newsletter.

Comments

If you would like to add an image to your comment (not an avatar, but an image to help in making the point of your comment), include the characters [{fig}] (all 7 characters, in the sequence shown) in your comment text. You’ll be prompted to upload your image when you submit the comment. Maximum image size is 6Mpixels. Images larger than 600px wide or 1000px tall will be reduced. Up to three images may be included in a comment. All images are subject to review. Commenting privileges may be curtailed if inappropriate images are posted.

What is 1 - 0?

2022-02-19 07:52:10

Sharon

Thank you, Thank you, THANK YOU!! I have been sending emails to customers INDIVIDUALLY because of needing to add an attachment. Wish I had this years ago!! I believe I also sent a request for help with that process and now I finally have my answer.


This Site

Got a version of Word that uses the ribbon interface (Word 2007 or later)? This site is for you! If you use an earlier version of Word, visit our WordTips site focusing on the menu interface.

Videos
Subscribe

FREE SERVICE: Get tips like this every week in WordTips, a free productivity newsletter. Enter your address and click "Subscribe."

(Your e-mail address is not shared with anyone, ever.)

View the most recent newsletter.