01 / PREPARE
Add your member list
Export from your membership database or use the Excel sheet you already keep. Add columns for name, membership type, renewal date and the file each member should get.
Mail merge for associations and nonprofits, inside Outlook
A personal email.
For every member.
From you, not a newsletter tool.
Send renewal reminders, donor thank-yous and member updates from your own Outlook, each with the right receipt or certificate attached. No newsletter platform, no extra list to maintain.
Free plan available. Requires a Microsoft 365 work or school account.
Every feature is in the free version. A license only removes the short promotional footer.
“Secure Mail Merge has taken the headache out of personalized emails with attachments ... They are a great support for our Non-Profit!”
4.9/5 from 74 ratings on AppSource Made for your Outlook. New OutlookClassic OutlookMacWeb No Word required.
From member list to sent.
One list. A personal email for each member.
02 / PERSONALIZE
Write it once, in Outlook
Greet each member by name, mention their membership level and renewal date, and keep your signature. Use different wording for lapsed and active members.
03 / CHECK & SEND
See it before they do
Send yourself a test with a real receipt attached, then spread the run over several days within your mailbox limits, so replies arrive at a pace you can answer.
Pick a use case
| Recipient | Membership | Renews on | Attachments |
|---|---|---|---|
| Rosa Delgado | Professional | 1 December | Renewal-Invoice-2027-Rosa-Delgado.pdf |
| Tom Whitfield | Associate | 15 December | Renewal-Invoice-2027-Tom-Whitfield.pdf |
| Aisha Rahman | Student | 1 January | Renewal-Invoice-2027-Aisha-Rahman.pdf |
2. Their individual email
- To
- Rosa Delgado
- Subject
- Your membership renews on 1 December
Hi Rosa,
Your Professional membership renews on 1 December. Your renewal invoice is attached. Thank you for another year with us.
Renewal-Invoice-2027-Rosa-Delgado.pdf
From the Attachments columnExplore the features
Personal for every member.
Ready for the renewal run.
From a thank-you to twelve donors to the annual renewal run. The personal touch, without typing each one.
Personalization
- Personalized subjects and messages
- Insert any column from your list into the subject and message, from a first name to a membership level, renewal date or year-end gift total.
- Conditional content
- Write one message with different wording for lapsed, active and lifetime members, based on a column in your list.
- Fallback values for missing data
- Choose alternative text for empty fields, so a member without a first name on file still gets a finished greeting.
- Individual links
- Give each member their own renewal, donation or event registration link from your spreadsheet.
Messages & attachments
- Different attachments for each recipient
- Match filenames in your spreadsheet to each member's receipt, certificate or invoice. Add a common file, such as the event programme, for everyone.
- Send from you or from membership@
- Send from your own address, or from a shared address such as membership@ once your administrator grants Send As permission.
- A separate reply-to address
- Send from the director's address and route replies to the membership or fundraising inbox.
- Custom headers and unsubscribe links
- Add a List-Unsubscribe value to updates that go to the whole membership, pointing to your own unsubscribe address. You manage unsubscribe requests.
Recipients & data
- Excel, CSV and other spreadsheets
- Use the export from your membership or donor database, or the Excel sheet you already keep. CSV and other spreadsheet formats work too.
- Personal and shared Outlook contacts
- Choose recipients from your personal or shared address book, such as the contact list your board already uses.
- Review, search and select recipients
- Search and filter your list in the add-in, then untick members who have already renewed before you send.
- Many-to-one mail merge
- Send one email to a household with several memberships, with each membership listed in a table and every file attached.
Sending & control
- Message delays and daily caps
- Set a delay between messages and a maximum per day, so a large renewal run stays inside your Microsoft 365 limits.
- Start dates, weekdays and sending hours
- Send on weekdays during office hours, so replies arrive while someone is there to answer them.
- Test emails and time to review
- Send yourself a test with a real receipt attached before any member sees the message.
- Download a detailed send report
- Keep an Excel record of row status, attachments and submission times for your files. Submission records are not confirmation of delivery.
Every feature, on both plans. Choose your plan
Use it free with a promotional footer, or remove the footer with a license.
Built around your members' data
Your member list
stays with you.
Your spreadsheet and messages are processed on your computer inside Outlook.
Finished emails are sent through your own Microsoft 365 mailbox. No copy of your member or donor list is uploaded to our servers.
SecureMailMerge adds no open pixels or click tracking to the emails your members receive. The license check sends your mailbox's email address, the product name and a timestamp, nothing from your campaign.
Share the Trust Center with ITWhere your campaign data goes
Your spreadsheet & attachments
Selected from your files
Processed on your computer
Individual messages created inside Outlook
Sent through Microsoft 365
From your account to your recipients
Microsoft permissions and your organization’s policies still apply.
Less admin. More time for members.
“worked great! I often send out small email campaigns where our newsletter software is not appropriate ... It is fully integrated into Outlook, which was very helpful. I am very happy.”
Microsoft AppSource review · May 17, 2024
“Remarkable! This is the BEST program I have found for sending bulk emails. Literally days of work compressed into minutes.”
Microsoft AppSource review · Dec 6, 2024
Free to start. One simple price.
One license per sending mailbox, reassignable when the person who sends changes. Pay annually and save, or monthly for a one-off run and cancel at any time.
There is no separate nonprofit price. The free version has every feature with no time limit, so a volunteer or an occasional sender needs no license at all. Ten or more licenses qualify for a volume discount on Microsoft AppSource.
Free version
For anyone. Every feature, no time limit, no credit card
Free
No subscription required.
- All features, unlimited campaigns*
- Adds a short promotional footer to each email
License
One license per sender, reassignable within your subscription
See current price at checkout per month
Billed monthly. Renews until cancelled.
- All features, unlimited campaigns*
- No promotional footer
- Pay by card, PayPal or through your Microsoft 365 subscription
License (annual)
One license per sender, reassignable within your subscription
See current price at checkout per year
Billed annually. Renews until cancelled.
- All features, unlimited campaigns*
- No promotional footer
- Pay by card, PayPal or through your Microsoft 365 subscription
Prices are shown in your local currency and may vary by country.
Prices are excluding applicable taxes which will be added on checkout.
*SecureMailMerge has no restrictions on the number of campaigns, emails or attachments, but Microsoft 365 or your organization may impose limits.
A few things
before your next mailing.
What membership and development teams ask first.
Visit the Help CenterDo we need a newsletter tool as well?
Not for personal emails to people who know you, such as renewal reminders, donation receipts and event follow-ups. Send those as a mail merge from your own Outlook. For a designed newsletter to people who signed up on your website, with sign-up forms and list management, use a newsletter platform alongside it.
Mail merge or newsletter?Is there a discount for nonprofits?
No. Pricing is the same for every organization. Three things keep the cost down. The free version has every feature and no time limit, and only adds a short promotional footer to each email. A license is per sending mailbox, so one person running the renewal run needs one license, and you can reassign it when that person changes. Annual billing costs less than twelve monthly payments. Ten or more licenses qualify for a volume discount through Microsoft AppSource.
Read about nonprofit pricingHow many members can we email in a day from Outlook?
SecureMailMerge adds no limit of its own. Microsoft 365 work and school mailboxes can send to 10,000 recipients per rolling 24 hours, and your administrator can set lower limits. To spread a large renewal run over several days, tick "Limit how many are sent each day" in the advanced options.
See the sending limitsCan members unsubscribe from updates?
Yes, if you add a "List-Unsubscribe value" in the "Mail headers" group of the advanced options. Gmail, Outlook.com and Apple Mail then show an Unsubscribe link at the top of your message. Requests come to the address you choose, and you remove those members from your list yourself.
Add an unsubscribe linkWill it work with our Microsoft 365 nonprofit account?
Yes. Microsoft's nonprofit grants and discounts are Microsoft 365 Business plans, such as Business Basic, Business Standard and Business Premium, and they sign in with a work account, which is what the add-in needs. Outlook.com, Hotmail and Microsoft 365 Personal, Family or Home accounts are not supported.
Check account requirementsMake the next renewal run easier.
Your member list. Your Outlook. A personal email for every member.