Monday, 10 July 2017

SENDING BULK EMAILS AT A LOWER COST OR NO COST



Requirements
1.       Microsoft word
2.       Microsoft excel
3.       Microsoft outlook
4.       Basic knowledge of above and computer.
How to
*      Prepare your emails addresses on MS Excel spreadsheet.
*      Prepare your email content with MS Word.
*      Send email out with MS Outlook.

Prepare your emails addresses on excel spreadsheet.
Prepare your email addresses in an excel spread sheet. You can create as many as you can. You can also add as many fields as you would like. Ensure your emails are correct. If you have a system or program that you have save email addresses, you can export to excel and save your data.
Ensure your data is clean and emails are valid addresses.
Below is sample data for a sacco with account balances and debt owed. The sacco would like to send emails to clients with their balance

 


Prepare your email content with MS Word.
Type your email content in MS word.

Sample email:

Dear <insert name>

We wish to notify you that your account balance is <insert balance> with your current debt <insert debt>. Kindly clear your balance not late than<insert date>

Regards,

Peter Msacco
Director
MS SACCO LIMITED

With our template ready, it is time to personalize it with our data.
Go to mailings menu then start mail merge then email messages. Time to add our excel data. Go to Mailings then select recipients then use existing lists. Select our excel data and the sheet which our data is saved.
Go to insert merge field and confirm the excel fields are shown.  Select Dear <insert name> and select <insert name>. Go to insert merge field and select names. This will replace with the actual client name. Select <insert balance>. Go to insert merge field and select balance. This will replace with the actual client balance. Select <insert debt>. Go to insert merge field and select debt. This will replace with the actual client debt. Select <insert date>. Go to insert merge field and select date. This will replace with the date.

You can now preview results and see the content of sample data. You can customize the email as you would like.

Once satisfied, it is time to send our email
Send email out with MS Outlook.
Open our excel data together with our email template. Open MS outlook and select your default email account if there are several accounts.
Go to mailings then finish & merge. Then select send email messages.  In the TO field, select the field containing emails. Add subject line. Say “Notice for your outstanding debt”.  Click OK. Your emails will be sent to your MS outlook and then relied to your clients.

Each client will get a copy with their balance as added in excel data. See the following video for a step by step demo.

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