Mail Merge FAQ

Common questions about SecureMailMerge — pricing, security, compatibility, and how it works.

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Frequently asked questions

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Pricing & Licensing

  • How many emails can I send per day?

    SecureMailMerge adds no limits of its own. Microsoft's defaults for Exchange Online are 10,000 recipients per rolling 24 hours per mailbox (counted as recipients, not messages), 500 recipients per message by default (administrators can raise it to 1,000), and 30 messages per minute, plus a tenant-level limit for external recipients. These are defaults, not guaranteed capacity, and your administrator may set lower limits, so ask your IT administrator for the numbers that apply to you. See here

  • Can I purchase the license for another mailbox?

    Yes, you can purchase any number of licenses on one account and assign them to separate mailboxes using our licensing server. See here

  • Are discounts available for multiple licenses?

    Yes. Volume discounts start at 10 licenses when you buy through the SecureMailMerge SaaS offer on Microsoft AppSource. There are no other discounts available at this time.

  • Who can I contact regarding vendor onboarding process?

    Unfortunately we do not have the resources to complete any custom processes. SecureMailMerge is designed to be self-service and can be purchased via your Microsoft 365 account or via credit card only.

Using mail merge in Outlook

  • Can I do a mail merge in the new Outlook?

    Yes. SecureMailMerge runs inside the new Outlook on Windows, as well as classic Outlook, Outlook on the web, and Outlook for Mac. The classic Word mail merge does not work in the new Outlook: Word hands messages to Outlook through MAPI, which the new Outlook lacks, so the merge fails silently. The new Outlook's own Mail merge command sends one identical copy per recipient and cannot personalize from a spreadsheet. With SecureMailMerge you do not need Word or the classic desktop app to send a personalized mail merge.

  • Can I send a mail merge with individual attachments?

    Yes. SecureMailMerge can attach a different file, or several files, to each recipient based on a column in your spreadsheet. The built-in Word mail merge cannot do this, as Word only attaches the same file to everyone. See here

  • Can I do a mail merge without Word?

    Yes. SecureMailMerge works entirely inside Outlook, so you can send personalized bulk emails from an Excel or CSV list without opening Word at all.

  • Is mail merge with SecureMailMerge GDPR compliant?

    Designed for GDPR, not certified against it. Your spreadsheet and message content are processed on your computer inside Outlook, and the finished emails are sent through your own Microsoft 365 mailbox, like any email you write yourself. No campaign data is ever sent to a SecureMailMerge server; the only thing that reaches us is your own email address, for the license check. Sol Inventum OÜ is an EU company registered in Estonia and provides a signed Data Processing Addendum on request.

  • How do people unsubscribe from my mail merge?

    You can add a List-Unsubscribe header in the advanced options, which makes Gmail, Outlook.com and Apple Mail show an Unsubscribe link at the top of your message. When someone clicks it, their provider sends you a normal email requesting removal, and you take them off your list. SecureMailMerge does not support one-click unsubscribe, which Google and Microsoft only require of senders exceeding 5,000 messages per day. See here

  • Does SecureMailMerge remember my advanced options?

    Yes. Advanced options such as your schedule, delays, receipts and custom headers are remembered and reapplied to your next campaign, and they survive replacing the spreadsheet. The campaign start date is the only exception, since a date picked for one campaign should not silently apply to the next. The campaign view lists the options currently active, so you can see what a campaign will do before you send it. See here

  • How do I send personalized attachments to a list of recipients?

    Add an attachments column to your spreadsheet listing the file name for each recipient, upload those files in the add-in, write your email with merge fields, send a test, then start the campaign. Each person receives their own message with their own attachment.

Security & Enterprise

  • Can I send a mail merge from a shared mailbox?

    Yes. You can use SecureMailMerge to send from a shared mailbox (info@, sales@, etc.) if your Microsoft 365 administrator grants you Send As permission for it. Open a new email in your personal mailbox, change the From address to the shared mailbox, and run your campaign as usual. Two things to note: sent messages will appear in your own Sent Items folder (not the shared mailbox's), and the add-in must be installed on your personal mailbox, not directly on a shared mailbox. See here

  • Do you have a document outlining your IT security practices?

    Yes, we have a number of documents on our help page. See here

  • Does any spreadsheet data leave my premises?

    Your spreadsheet and message content are processed on your computer inside Outlook, and the finished emails are sent through your own Microsoft 365 mailbox, like any email you write yourself. At no point is any campaign data sent to a SecureMailMerge server, so nobody on our staff can access it. The only thing that reaches us is your own email address, for licensing and support. See here

  • Do you have Data Processing Addendum?

    Yes, you can request a signed copy of our DPA. See here

  • Who can I contact regarding a custom security questionnaire?

    Unfortunately we do not have the resources to complete any custom questionnaires or processes. SecureMailMerge is designed to be self-service and can be purchased via your Microsoft 365 account or via credit card only.

Looking for more? See the Frequently Asked Questions section in our Help Center.

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