Mail Merge FAQ
Answers about compatibility, features, licenses and privacy. For step-by-step instructions and troubleshooting, visit the Help Center.
Requires a Microsoft 365 Business or Education account
Compatibility
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Which Outlook accounts are supported?
SecureMailMerge requires a Microsoft 365 Business or Education account. It does not work with Outlook.com, Hotmail, Microsoft 365 Personal or Family accounts, even if you pay for that subscription.
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Can I do a mail merge in the new Outlook?
Yes. SecureMailMerge runs inside the new Outlook on Windows, classic Outlook, Outlook on the web and Outlook for Mac with a supported Microsoft 365 account. You can send a personalized mail merge without Word.
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Can I do a mail merge without Word?
Yes. SecureMailMerge works entirely inside Outlook, so you can send personalized emails from a spreadsheet or your Outlook contacts without opening Word.
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Will I need administrator approval?
Only if your organization does not let users approve add-in permissions themselves. In that case Outlook shows "Need Admin Approval" when you start the add-in, and a Microsoft 365 administrator can approve it for your organization. The approval guide includes a request you can send to your IT team.
Features and sending
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How many emails can I send per day?
SecureMailMerge adds no limits of its own. Microsoft's default for Exchange Online is 10,000 recipients per mailbox in a rolling 24 hours, counted as recipients rather than messages. That is a default, not guaranteed capacity, and your administrator may set lower limits, so ask your IT administrator for the numbers that apply to you.
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Can I send different attachments to each recipient?
Yes. Add an "Attachments" column to your spreadsheet listing the file names for each recipient, upload those files in the add-in, write your email with merge fields and send a test before starting the campaign. Each person receives their own message with their own attachments.
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How do people unsubscribe from my mail merge?
You can add a List-Unsubscribe header in the advanced options so supporting email providers display an Unsubscribe link. With the recommended email address as its value, clicking it sends you an email requesting removal, and you remove that recipient from your list. You can also point it at a third-party subscription service. SecureMailMerge does not provide one-click unsubscribe or manage your recipient list itself.
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Can I schedule sending, and must Outlook stay open?
Yes, you can choose a start date, sending days and hours, a daily limit and a delay between messages. Outlook only needs to stay open while the campaign is generated. The messages are then handed to Microsoft 365 with their send times, and Microsoft 365 sends them on schedule whether or not Outlook or your computer is on.
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Does SecureMailMerge track opens or clicks?
No. There are no tracking pixels, rewritten links or campaign analytics, which keeps your recipients private and your emails looking like personal messages. You can request read receipts, or use your own link shortener or UTM parameters to measure clicks.
Plans and licenses
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What is included in the free version?
Every feature, with no time limit and no credit card required. The free version adds a short promotional footer to each email. A paid license removes that footer.
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Can I purchase a license for another mailbox or my team?
Yes. Each license covers one user email address (the person who sends). You can buy multiple licenses on one subscription and assign them to other addresses on the licensing server. You can reassign those licenses within your subscription when your team changes.
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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.
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Where do I manage invoices and payment details?
For purchases on our website by card or PayPal, open your subscription on the licensing server. For purchases through the Microsoft AppSource SaaS offer using Microsoft 365 billing, use the Microsoft 365 admin center. License assignments use the licensing server for both purchase routes.
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Do subscriptions renew automatically, and can I cancel?
Subscriptions renew automatically until cancelled. You can cancel at any time through the billing service you bought from. Your licenses stay active until the end of the paid term.
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Can you complete our vendor onboarding process?
We do not have the resources to complete custom onboarding processes. SecureMailMerge is self-service and can be purchased by card, PayPal or through Microsoft 365 billing.
Security and privacy
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Where does my spreadsheet and message data go?
Your spreadsheet and message content are processed on your computer inside Outlook. Finished emails are sent through your own Microsoft 365 mailbox via Microsoft Graph. The add-in never sends campaign data to a SecureMailMerge server, so our staff only see it if you choose to send us examples for support. Your own email address is sent for the license check.
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Is SecureMailMerge GDPR compliant?
SecureMailMerge is designed for GDPR, not certified against it. Campaign data stays on your computer and is sent through your own Microsoft 365 mailbox. Sol Inventum OÜ is an EU company registered in Estonia and provides a signed Data Processing Addendum on request.
Still need help? Contact our support team