Carnegie Mellon University

How To Use MassMail

A typical MassMail message requires two files:

  • a merge file - a .csv file that contains the email addresses where you want to send your message. The merge file contains additional field data for a personalized message.
  • a message file - the fixed text that you want to send to your email list.

To create these files, and use them with the MassMail service, follow the instructions below.

To create a MassMail merge file, do the following.

  1. Gather all your information, including the complete email addresses of the recipients of your message.
    (optional) If you are sending a personalized MassMail message, gather merge field data for each email address. See Merge File Fields for important details.
  2. Download the MassMail Merge File template, then open it.
  3. Click File > Save As... and save the template as a .csv file. You can rename the file, if you want.
  4.  In the .csv file, enter the email addresses you want to send your message to, beginning in cell 2A (the cell below the field %EMAILADDRESS%). Click the cell, then enter the complete email addresses into column A, one address in each cell. Enter data only in the cells below row 1.
    Note: A valid MassMail merge file must have a minimum of three complete email addresses in column A, one address each in rows 2, 3 and 4. Do not leave an empty cell between email addresses.

    Example of a Merge File
  5. (optional) For a personalized MassMail message, click the cell in row 2 in each column, then enter the data for each merge file field in the appropriate cells. Confirm that the correct data corresponds to each email address.

    Example of a Personalized Merge File
  6. Save your document in .csv format.

Merge File Fields

  • Row 1 of the template contains the names of the MassMail merge file fields in a fixed order.
    Important! Do not change the names or locations of the fields. Do not change the order of columns A through L in the template.
  • A merge file field must be formatted as follows: all uppercase letters, and beginning and ending with the percent (%) symbol, for example, %DEPARTMENT%.
  • In a personalized message, the name of each merge file field must be identical to the name of the corresponding field in your .csv file.

To send a general MassMail message, do the following.

  1. Log in to the MassMail Service.
  2. Click Send New MassMail.
  3. Fill in the following fields:
    From Email address of the sender
    Specify mergefile Click Choose File to select the file containing the list of email addresses where the message will be sent. See Create a Mail Merge File for details. 
    Subject Subject of the message
    Reply To Email address where a recipient sends a reply
    Bounce Address Email address where you want to receive messages that cannot be delivered
    Type message below

    The text you want to send, which can be a fixed message, or a personalized message with custom fields. See Create a Mail Merge File for details.

    Example of a Fixed Message

    Example of a Personalized Message with Custom Fields

  4. (optional) To delete all information on the form, click Reset Form.
  5. Click Preview to view your message as it will appear when sent.
  6. Click Send, then OK to send your message or Cancel to cancel the message.

To manage past MassMail messages, do the following.

  1. Log in to the MassMail Service.
  2. Click Manage Past MassMails.
  3. Do one or more of the following:
      • Preview a message - Click Preview next to a message.
      • Edit a message - Click Edit next to a message.
      • Delete a message - Click the box next to a message in the SELECT column, click Delete Selected (bottom-left), then click OK.