Mail merge is a powerful tool to send personalized emails to multiple recipients. But what if you need to keep someone in the loop on every email sent? That's where CC'ing in a mail merge comes in handy. This guide will walk you through how to efficiently CC individuals or groups in your mail merge campaigns, using Microsoft Word and other popular methods.
Understanding the Need for CC in Mail Merge
Before diving into the specifics, let's understand why you might want to CC someone in a mail merge. Common scenarios include:
- Keeping a manager informed: A manager might need to oversee all communications sent to clients or potential clients.
- Compliance and auditing: In some industries, regulations require a copy of all communications to be sent to a designated individual or department.
- Collaboration: You might need to keep a colleague in the loop on marketing campaigns or other projects.
Method 1: CCing Using Microsoft Word Mail Merge
This is the most straightforward method, particularly if you're already using Word for your mail merge. Unfortunately, Word doesn't directly support adding a CC recipient through its built-in mail merge functionality. However, we can achieve this through a workaround using a custom email merge field.
Step 1: Prepare your Data Source:
- Open your data source (Excel spreadsheet, etc.).
- Add a new column titled "CC Email Address" or similar.
- Input the email address you wish to CC for each recipient. If it's the same for everyone, just copy the address down the column.
Step 2: Create your Mail Merge Document:
- In Microsoft Word, start a new document and begin your mail merge process (Mailings > Start Mail Merge > Email Messages).
- Select your data source.
Step 3: Insert the CC Field:
- In your email template, insert the merge field for the CC address. This is where you'll need to type out the code. The exact code may vary slightly depending on your Word version, but usually looks something like this:
<<CC Email Address>>(Replace "CC Email Address" with your column header name).
Step 4: Test and Send:
- Preview your mail merge to ensure the CC address is correctly inserted.
- When ready, send your merged emails. Each recipient will receive the email, and the specified email address will receive a CC.
Method 2: Using Email Marketing Software (e.g., Mailchimp, Constant Contact)
Email marketing platforms offer more advanced features and often handle CC'ing more elegantly.
- Most platforms don't have a built-in CC function for mail merges either These services are primarily designed for bulk BCC (blind carbon copy) to protect recipient privacy.
- Workaround: You could create a separate email list for your CC recipients and send a separate, non-personalized email to them. This is not ideal for maintaining an accurate record of sent emails, but is an option when using these tools.
Consider the limitations: Using email marketing software is generally more suitable for marketing campaigns and newsletters, less so for personalized transactional emails where individual CCing might be required.
Method 3: Using a Third-Party Mail Merge Tool
Some specialized mail merge tools might offer more advanced options, including the ability to CC recipients. Research tools designed for mass emailing, and review their capabilities before making a purchase.
Choosing the Right Approach
The best approach depends on your needs:
- Simple, one-off mail merges with a consistent CC: Microsoft Word's workaround is perfectly adequate.
- Large-scale marketing campaigns: Email marketing software provides better scalability and features but lacks direct CC capabilities for personalized mail merges.
- Complex scenarios requiring advanced control: A third-party mail merge tool might be necessary.
Remember to always respect recipient privacy and ensure you have their consent before adding them to any email list, especially for marketing purposes. Always test your mail merge thoroughly before sending it to your entire list to avoid any errors.
