Let’s use TRACCreations4e’s 4E’s Methodology: Explore, Experiment, and Execute Effectively to see what’s really going on with the new Mail Merge feature in New Outlook. Remember, the primary goal of Mail Merge is to send communications to a massive email list without revealing everyone’s email addresses.
If you want to follow along, I’ve also created a walkthrough video that shows each step and workarounds.
Explore the Inefficiencies of Mail Merge in New Outlook
Classic Outlook had a more feature-rich Mail Merge experience. But in New Outlook, many users are finding it tricky to locate their usual options. When I opened the new version, I noticed right away that it only includes a single Recipient Field — no To, CC, or BCC options. Honestly, that’s a welcome change. It helps avoid accidentally putting addresses in the wrong field and exposing email addresses.
Experiment with Mail Merge Tools and Limitations
I explored different ways to work with this version, and while it has its limits, there’s a lot you can do with it. Here’s what I found:
Access Mail Merge
You can start the process from the Options tab or by clicking the Send dropdown and choosing Mail Merge. Both paths get you to the same place, and it’s fairly simple to access once you know where to look.
Contact/Distribution Lists Limitations and Workarounds
Your contact or distribution lists don’t show up automatically nor can you select them from Contacts. Microsoft has removed the Contact List from the list. But if you know the name of the list, type it into the Recipient Field and click the plus sign to expand the list into individual email addresses. The names will not be shown to others once you it the send button. Someone once said, the new Mail Merge is an Enhanced BCC. Nevertheless, this keeps your recipient list private.
Note: It is important for me to emphasize, if you leave the distribution list name in the Recipient Field, the email addresses will be exposed to all recipients once the message is sent. As a reminder, the recall functionality does not work for external messages.
Personalization Fields Limitations and Workarounds
There are no personalization fields (like first name or company) just yet, so you’ll need to customize your message in a clever way. I came up with some flexible openers that still feel personal:
- “Hello Trailblazers” for newsletters
- “Dear VIP Registrant” for event emails
- “Hello Gold Sponsor” for sponsorship communications
With a little creativity, you can still deliver meaningful messages without name-specific fields.
Execute Mail Merge with Confidence in New Outlook
If you’re sending newsletters, conference details, or quick announcements, this tool can absolutely get the job done. Yes, there are limitations—but it’s still a powerful way to send messages in bulk while keeping recipient details private. Think of it as a streamlined starting point for focused communication. With your lists prepped and message ready, you’ll move through the process smoothly.
Effectively Reap the Benefits of New Outlook Mail Merge
Also, if you don’t need advanced analytics or email performance tracking, Microsoft 365 New Outlook Mail Merge is a free and simple alternative to third-party services like Mailchimp. It’s ideal for internal communications, external community updates, or small organizations that want to avoid extra costs.
This version of Mail Merge is a step forward for those using New Outlook full-time. It gets your message out—privately and efficiently. With a few tweaks, it can support newsletters, event updates, and more. I expect Microsoft will continue refining this tool, but for now, they have not said what or when.
And the best news is Mail Merge advanced functionality is on the roadmap for August/September 2025.
Want to see it in action? I created a walkthrough showing each step and the workarounds: https://youtu.be/GrveXpgE7Zs
Now, Go and Work Your Magic.