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ERIC Number: EJ835808
Record Type: Journal
Publication Date: 2008-Dec
Pages: 4
Abstractor: ERIC
Reference Count: 0
ISSN: ISSN-1479-7860
Excel Yourself with Personalised Email Messages
McClean, Stephen
Bioscience Education, v12 Article c1 Dec 2008
Combining the Excel spreadsheet with an email program provides a very powerful tool for sending students personalised emails. Most email clients now support a Mail Merge facility whereby a generic template is created and information unique to each student record in the spreadsheet is filled into that template, generating tens if not hundreds of personalised emails within minutes. Mail Merge is available within recent versions of Microsoft Word[R] in conjunction with the Microsoft Outlook[R] mail client where personalised emails may be generated in a similar manner to form letters. One problem encountered by users of these tools is the difficulty in attaching documents such as PDFs or MP3 files particularly when there are individual attachments for each recipient. While this is possible within the Microsoft Office environment, in some cases it involves importing Visual Basic code into a Macro or employing a software add-on. For those interested in pursuing the Outlook method the author recommends the information provided on the Microsoft Word MVP site ( However, for the purposes of this article, he considers the Pegasus Mail program ( which is freely available on the Internet and has Mail Merge as a key feature. Unlike other mail clients Pegasus Mail has a "Merge" tab prominently available on the message editor window; so the facility is always close to hand and requires no further recording of Macros or purchasing add-on software. It is the author's opinion that compared with other mail clients, the Pegasus Mail system is much more straightforward to use particularly when attempting Mail Merge with individual attachments for each recipient. Included in the appendix of this article is a tutorial on how to set up a Mail Merge along with some sample data in an Excel spreadsheet. (Contains 1 figure.)
Centre for Bioscience, The Higher Education Academy. Room 9.15, Worsley Building, University of Leeds, Leeds LS2 9JT United Kingdom. Tel: +44-113-343-3001; Fax: +44-113-343-5894; e-mail:; Web site:
Publication Type: Journal Articles; Reports - Descriptive
Education Level: Higher Education
Audience: N/A
Language: English
Sponsor: N/A
Authoring Institution: N/A