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 (csv), then open it. Note: You can rename the file, if you want.
3. 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
   
4. (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
   
5. 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.

Lists exported from Grouper contain only Andrew userID, First and Last Name. Follow the steps below to add @andrew to your list for use with Massmail. 

Get Your List From Grouper

1. Log into Grouper.
2. Locate your group.
3. Select More Actions > Export Members.
4. Choose the data you want to export only member IDs or all member data. 

Add @andrew 

In the example below, the export includes only member IDs.

1. Open the .csv file in Excel.
2. Insert a row for your headers (i.e., email address).
3. Click the column B heading to select the entire column and change the cell formatting to text (Format > Cells). 
4. Type @andrew.cmu.edu and autofill to the end of your list.
   Note: To autofill, hover over the right corner of the cell until you see a +, then drag down.
5. Click the first cell in column C and enter the formula =A2&""&B2. 
6. Autofill the formula to the end of your list. 
7. Click the column C heading to select the entire column.
8. Click the first cell below your headers and paste without formatting (Edit > Paste Special > Values). 
9. Delete columns A-C. Column D should contain your list of Andrew email addresses.
10. Add headers for the Massmail tool and Save. 

Watch the Video

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.

Note: To view messages sent by Massmail, click Manage Past Massmails. These do not show in your Sent email. 

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.