Mail Merge for Outlook and Excel with Attachments Mail Merge for Outlook and Excel with Attachments
4.5 · 841 votes

Download Mail Merge for Outlook and Excel with Attachments

Mail Merge for Outlook and Excel with Attachments sends every person on your Excel list their own letter, with their own subject line and their own attached file. Messages leave from your own mailbox, through Outlook sign-in or your SMTP server.

   
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Windows 11 / 10Free trial, no sign-up
Mail Merge for Outlook and Excel with Attachments Screenshot.
Microsoft's own instructions allow links, not attachments. SoftOrbits Mail Merge for Outlook reads your spreadsheet, places merge fields where names or numbers belong, attaches a personal file to each row, and sends the letters from your mailbox. No Word step or chain of three applications that all need the right version.

How to download and use the Mail Merge for Outlook and Excel with Attachments

Load your recipient list.
1

Load your recipient list

Open your XLSX or CSV file. Any sheet and any column names will do. The program finds the address and name columns, and you can correct its choices by hand. Outlook contacts work as a source too. Contacts saved as .vcf cards need one pass through a VCF to CSV converter software before they load.

Write the letter once.
2

Write the letter once

Type the subject and body, then drop merge fields in from the side panel. Every table column is available, along with the date and record number. Attach files everyone receives, and select the column containing each person's document.

Check every message before it goes.
3

Check every message before it goes

The Check step shows the letters as they will look, with every address field filled in. It lists missing files, empty addresses, duplicates and unknown field names with their row numbers. It also estimates the sending time.

Connect your mailbox and send.
4

Connect your mailbox and send

Sign in to your Outlook mailbox in the browser, or enter the host, port and login for your SMTP server. Set the pace, send immediately or schedule a time, and watch the progress. The final report shows what was sent.

Why people switch to Mail Merge for Outlook

Next month it is already set up.

Next month it is already set up

Save the mailing as a project file (.ommproj). It stores everything set up across all four steps, while passwords and tokens stay out of the file. Swap the spreadsheet next month and press Start. The program also offers the last project you opened, dated, so you can see whether Friday's job finished or stopped midway.

   
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No half-finished sends

The support forums are full of the same story. The first 20 go out fine. Then things start bouncing back undeliverable with no explanation, or 130 leave and the rest sit in the Outbox and stay there. Mail Merge for Outlook sends at a pace you set and keeps its own journal, where each addressee is either not sent yet, in flight, or done. If the run breaks off, the program finds out what happened to the ones that were in flight and picks up from there, so no client is billed for a second time. The totals at the end must add up, and a leftover nobody can trace is named in the report as unexplained.

   
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No half-finished sends.
A program, not an Outlook add-in.

A program, not an Outlook add-in

The new Outlook for Windows runs web add-ins only, so COM and VSTO add-ins do not run there. This is standalone mail merge software for Windows. It sends independently of the Outlook version in front of you.

   
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A personal attachment per recipient

Put each person's document path in a column, and Mail Merge for Outlook attaches that file only to that person's message. Add common attachments separately in the same run. Invoices, payslips, statements, certificates and signed contracts work the same way.

Personal subject, personal text

Merge fields work in the subject line as well as the body. Empty values remove their lines, so a greeting does not go out with a comma and no name. The date and record number are available as service fields, and special characters in names come through correctly.

Cc and Bcc from a column

The built-in merge in Word and Outlook fills the To field only. Here, Cc and Bcc take a fixed address or a table column, row by row.

Your list, your columns

Excel workbooks and CSV files load into the same grid as Outlook contacts, and a local PST or OST archive can be read too. The table can start below the first row, and its headers can have any names. From an archive, the program takes contacts, not mail.

The Check step

Before any message leaves, page through the letters as recipients will see them, with merge fields filled in. The Check step counts and lists problems by row: a missing file, an empty or malformed address, a duplicate address, or a template field with no matching column. It estimates the run time and warns when the list exceeds the mailbox's daily allowance.

Your mailbox, your sign-in

Sign in to Outlook or Microsoft 365 in the system browser, or use plain SMTP for an on-premises Exchange, your own domain, or a Gmail account with an app password. Password-based SMTP is being retired for Microsoft mailboxes. The token stays in memory while the program is open, and mail goes directly from your computer to your provider. No message passes through a SoftOrbits server.

Mail Merge for Outlook and Excel with Attachments
Mail Merge for Outlook and Excel with AttachmentsDownload the Mail Merge for Outlook and Excel with Attachments, load your spreadsheet and send each person their own letter with their own file.
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Who needs Mail Merge for Outlook

Accounting and finance

Monthly invoices and statements use the document you already produce for each client, with the same letter around it. The month closes on a date, so this part of the job should not take an evening of clicking.

HR and payroll

Payslips are a classic case. Each person gets only their own file, so one attachment on the neighbouring row is a real incident. The Check step lets you review each person and file before sending.

Small business and office administrators

Use it for contracts to sign, renewal notices, course certificates, and letters to a club or school list. Load the list as XLSX or CSV. Each person can receive a document only they should see, with a copy going to their manager where needed.

Mail Merge for Outlook and Excel with Attachments
Mail Merge for Outlook and Excel with Attachments
Price
from $ 24.99 / month
Version
3.5
File Size
70.3 Mb
Last updated on
08/09/26
System Requirements
  • Windows 11/10/8.1/8/7 (32/64 bit)
  • Intel i3, AMD Ryzen 5 or above
  • 4 GB of RAM or above
  • NVIDIA® GeForce® series 8 and 8M, Intel® HD Graphics 2000, Quadro FX 4800, Quadro FX 5600, AMD Radeon™ R600, Mobility Radeon™ HD 4330, Mobility FirePro™ series, Radeon™ R5 M230 or higher graphics card with up-to-date drivers
  • 1280 × 768 screen resolution, 32-bit color
  • 1 GB of free hard disk space or above

Frequently Asked Questions

Add a column to your Excel or CSV file with the path to each person's document, then point the program at that column on the letter step. Attach files everyone should receive separately. Missing files appear with their row numbers in the Check step before anything is sent.

A PDF attaches like any other document. The program picks up documents already on your disk, rather than producing PDF files. Point it at the folder, keep the paths in a column, and each row carries its own document.

Open the workbook on the first step. The program reads the sheet, shows your columns, and marks the address column. Everything else becomes a merge field for the subject or text. Nothing needs to be renamed or moved to the first worksheet.

This is a standalone Windows program. It signs in to your Outlook or Microsoft 365 mailbox through the browser, or sends through any SMTP server. Outlook can be classic, new, or not installed. Only the source that reads Outlook contacts needs a connected Microsoft account.

Sign in to your Microsoft 365 mailbox on the last step, in the system browser. The letters then go through your account, one per row, each with its row's file. The pace regulator keeps the run within your mailbox limits, and the Check step tells you whether the list fits into one day.

Both fields take a fixed address or a table column, so one row can copy the account manager and the next can copy a different department.

Exchange Online allows a mailbox 10,000 recipients per rolling 24 hours and holds a sender to 30 messages per minute. Other providers publish their own numbers. You choose the pace, and the Check step tells you whether the list fits into the daily allowance.

Microsoft mailboxes default to 35 MB per message, and an administrator can set any value between 1 MB and 150 MB. Outlook sign-in also has a 3 MB threshold for one upload request, so larger files use a separate upload session. The program handles that itself.

An administrator may need to approve an application requesting mailbox permission once for the whole tenant. That setting belongs to your Microsoft tenant. If approval will take time, use the SMTP route.

SMTP uses a host, port, login and TLS. Gmail requires an app password instead of the account password. For Microsoft 365 mailboxes, use the browser sign-in because password-based SMTP submission is being retired there.

Delivery depends on the mailbox and the recipients. Send from your own mailbox and domain, write to people who expect the letter, and keep a sensible pace. The program also builds a text alternative beside the HTML.

The trial sends to up to 25 addresses in one mailing. Your letters remain yours, with no promotional line from SoftOrbits in the messages recipients read.

Use it for people you already correspond with, such as clients, staff or students. It has no open tracking, click tracking or list building. Scheduled sending runs while the program is open, and the Windows application does not run on a Mac.

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Rate Mail Merge for Outlook and Excel with Attachments

  • Windows 7
  • Windows 8
  • Windows 10
  • Windows 11
Author: SoftOrbits (English)
4.5
Avg. rating: 4.5 from 841 votes
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