Mail Merge for Outlook and Excel with Attachments Mail Merge for Outlook and Excel with Attachments
4.5 · 835 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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Mail Merge for Outlook and Excel with Attachments Screenshot.
Microsoft's own instructions say you cannot add attachments, only include links. That one sentence is why the payroll clerk opens the messages in the Outbox one by one, on the last working day of the month. SoftOrbits Mail Merge for Outlook fixes that. It reads the spreadsheet you already keep, puts a merge field wherever a name or a number belongs, picks up a personal file for each row, and sends the letters from your own mailbox. No Word step in the middle, and no chain of three applications that all have to be 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

Download the Mail Merge for Outlook tool and open your XLSX or CSV file. Any sheet, any column names. The program finds the address column and the name column on its own, and you correct it by hand if it guessed wrong. Your Outlook contacts work as a source too.

Write the letter once.
2

Write the letter once

Type the subject and the body, and drop merge fields in from the side panel. Every column of your table is available, plus the date and the record number. Attach the files everyone gets, and point the program at the column that holds each person's own document. The result is a personalized email sender for Outlook that runs off your own table.

Check every message before it goes.
3

Check every message before it goes

The Check step walks you through the letters as they will really look, with every address field already filled in. Missing files, empty addresses, duplicates and unknown field names are listed with the row number, so you fix the spreadsheet instead of guessing. It also estimates how long the sending will take.

Connect your mailbox and send.
4

Connect your mailbox and send

Sign in to your Outlook mailbox in the browser, or fill in the host, port and login of your own SMTP server. Set the pace, start now or at a chosen time, and watch the progress. At the end you get a report of 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

The mailing you build in September is the one you build again in October, and again in November. So it saves as a project file (.ommproj) that holds everything you set up on all four steps. Passwords and tokens are not written into it at all, which is why the project can lie in shared folder where the whole department keeps its paperwork. Next month you swap the spreadsheet and press Start. And the program offers back the project you had open last time, dated, so on Monday you can see at once whether Friday's job was really finished or died somewhere in the middle.

   
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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. COM and VSTO add-ins do not run there at all, which is why a lot of people found their merge tool simply gone in one morning. This is mail merge software for Windows instead. It does not embed itself into Office. It does not push messages through the Outbox, and it does not care which Outlook you have in front of you.

   
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A personal attachment per recipient

A mail merge with attachments comes down to one column. Put the path to each person's document in it, and Mail Merge for Outlook attaches that file to that person's message only. Common attachments everybody receives are added separately, in same run. Invoices, payslips, statements, certificates, signed contracts - all of them work the same way.

Personal subject, personal text

Merge fields work in the subject line, not only in the body. That is the difference between an email merge and something that reads like it was addressed to 300 people at once. Lines with an empty value disappear on their own, so a greeting never goes out with a comma and no name. Service fields such as the date and the record number are available too, and special characters in names come through correctly.

Cc and Bcc from a column

The merge built into Word and Outlook fills the To field and nothing else, so copying each client's own account manager is not possible with it at all. Here the Cc and Bcc fields take either a fixed address or a column of the table, row by row.

Your list, your columns

Excel workbooks and CSV files load into the same grid as your Outlook contacts, and a local PST or OST archive can be read as well. Your table does not have to begin in the first row of the sheet. There are no rules about what your headers may be called either, and free macro routes in this niche usually impose both. From an archive the program takes contacts, not mail.

The Check step

Before a single message leaves, you page through the letters exactly as recipients will see them, merge fields filled in. Problems are counted and listed by row. A file that is not where the table says it is. An empty or malformed address. The same address twice. A field in the template that matches no column. The step also estimates the run time and warns you when a list will not fit into daily allowance of the mailbox.

Your mailbox, your sign-in

Two ways to send. Sign in to Outlook or Microsoft 365 in the system browser, which is where things are heading now that password-based SMTP is being retired for Microsoft mailboxes. Or use plain SMTP for an on-premises Exchange, your own domain, or a Gmail account with an app password. The token lives in memory only while the program is open, and mail goes straight 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: the document you already produce for each client, and the same letter around it. The month closes on a date, not when you have finished clicking, and this is the part of the job that has no business eating an evening.

HR and payroll

Payslips are the classic case. Everyone gets a file only they may see, so one attachment sitting on the neighbouring row is a real incident. The Check step exists for this: you look at the pairs of person and file before the sending starts.

Small business and office administrators

Contracts to sign, renewal notices, certificates after a course, letters to a club or a school list. XLSX or CSV, whichever the list arrived in. Anything where each person on the list needs a document only they should see, and half of them need a copy sent to their own manager.

Mail Merge for Outlook and Excel with Attachments
Mail Merge for Outlook and Excel with Attachments
Price
from $ 24.99 / month
Version
3.3
File Size
70.3 Mb
Last updated on
23/08/26
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

Short answer: yes, that is what the program is for. Long answer: 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. Files that everyone should receive are attached separately. Missing files are reported with the row number on the Check step, before anything is sent.

Outlook mail merge attachments work the same way whatever the file is. A PDF attaches like any other document. The program does not produce those PDF files for you - it picks up documents that already exist on your disk, which is what you want when the invoices came out of your accounting system and the payslips out of your payroll one. Point it at the folder, keep the paths in a column, and each row carries its own document.

This is the mail merge from Excel to Outlook that the built-in route makes you assemble by hand out of three programs. Here you open the workbook on the first step. The program reads the sheet, shows your columns as they are, and marks the one that holds addresses. Everything else becomes a merge field you can drop into the subject or the text. Nothing has to be renamed or moved to the first worksheet beforehand.

No. This is a standalone Windows program, not an add-in. It signs in to your Outlook or Microsoft 365 mailbox through the browser, or sends through any SMTP server. Your Outlook may be classic, new, or not installed at all - 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. From there the letters go out through your own account, one per row, each with the file that belongs to that row. The pace regulator keeps the run inside the limits your mailbox has anyway, and the Check step tells you beforehand whether the whole list fits into one day.

Yes. Both fields take a fixed address or a column from your table, so one row can copy the account manager and the next row can copy a different department. The built-in merge fills only the To field, which is why this question comes up so often.

Short answer: your mailbox decides that, not the program. Long answer: 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 in advance whether the list fits into the daily allowance.

The limit belongs to the mail service. Microsoft mailboxes default to 35 MB per message, and an administrator can set any value between 1 MB and 150 MB. Sending through the Outlook sign-in also has a 3 MB threshold on a single upload request, so bigger files go up in a separate upload session. The program takes care of that itself.

Many organizations require an administrator to approve any application that asks for mailbox permission, once, for whole tenant. That is a setting in your Microsoft tenant, and no program can change it from outside. If the approval is going to take a while, the SMTP route is the way around it.

Yes, over SMTP: host, port, login, TLS. Gmail wants an app password rather than the account password. For Microsoft 365 mailboxes the browser sign-in is the better choice, because password-based SMTP submission is being retired there.

Nobody can promise a folder, and we are not going to pretend otherwise. It helps to send from your own mailbox and your own domain, to write to people who expect the letter, and to keep a sane pace instead of firing everything off in one burst. A real text alternative next to the HTML helps too, and the program builds that one for you.

The trial sends to up to 25 addresses in one mailing. Nothing is cut out of the interface. Your letters stay yours as well, with no promotional line of ours in mail your recipients read.

When the list is not yours. This is a merge for people you already correspond with, be it clients, staff or students. It is not a marketing platform, so there is no open tracking, no click tracking and no list building. Scheduled sending runs while the program is open, because there is no background service behind it, and this is a Windows application, so it does not run on a Mac.

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Author: SoftOrbits (English)
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Avg. rating: 4.5 from 835 votes
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