01 / PREPARE
Add your contact list
Export your accounts from your CRM or use the sheet you already keep, with columns for name, company, plan, renewal date and the file each client should receive.
Mail merge for sales and client teams, inside Outlook
The renewal check-in.
To every client.
From their own rep.
Send renewal check-ins, proposal follow-ups and product updates to your clients from your own Outlook, each with the right file attached. Replies come back to you, and sent mail stays in your Sent Items.
Free plan available. Requires a Microsoft 365 work or school account.
Buying for several reps? One license per rep, assigned by you
“Great features and easy to use. I have been using this for about a year ... The ability to send custom emails with attachments to multiple people per email is great.”
4.9/5 from 74 ratings on AppSource Made for your Outlook. New OutlookClassic OutlookMacWeb No Word required.
From CRM export to sent.
Your list. An individual email from your inbox.
02 / PERSONALIZE
Write it once, in Outlook
Add first name, company, plan and renewal date. Keep your signature, so it reads like an email you wrote yourself, because it is one.
03 / CHECK & SEND
See it before they do
Send yourself a test, then spread sending across the working day with delays and sending hours. Replies arrive in your own inbox.
Pick a use case
| Recipient | Company | Plan | Renews on | Attachments |
|---|---|---|---|---|
| Lena Fischer | Nordlicht GmbH | Professional | 14 November | Renewal-Summary-Nordlicht-GmbH.pdf |
| Marcus Bell | Bell & Co | Team | 21 November | Renewal-Summary-Bell-and-Co.pdf |
| Sana Iqbal | Brightpath | Enterprise | 2 December | Renewal-Summary-Brightpath.pdf |
2. Their individual email
- To
- Lena Fischer
- Subject
- Your Nordlicht GmbH plan renews on 14 November
Hi Lena,
Your Professional plan renews on 14 November. The renewal summary is attached. Happy to walk through it on a call.
Renewal-Summary-Nordlicht-GmbH.pdf
From the Attachments columnBuilt for client-facing teams
Personal for every client.
Ready for the renewal run.
From one proposal follow-up to a quarterly update across every account, without a marketing platform or a separate sending domain.
Sending & control
- Message delays and daily caps
- Send like a person. Set the delay between messages and the maximum sent each day, so every campaign stays spaced out and inside your mailbox limits.
- Start dates, weekdays and sending hours
- Choose the days and hours messages go out, so they land during business hours. Keep Outlook open while messages are generated; once submitted, Microsoft 365 sends them on schedule even with Outlook closed.
- Download a send report
- Keep an Excel record of who was sent what, and when, with row status, attachments and submission times. Submission records are not confirmation of delivery.
- Test emails and time to review
- Send yourself a test immediately, then use a delay before the first message to inspect the generated drafts before anything reaches a client.
Messages & attachments
- Different attachments for each recipient
- Match filenames in your spreadsheet to each client's proposal or renewal summary. Include several files for one contact, or a common attachment for everyone.
- A separate reply-to address
- Send from your address and route replies to a shared deals inbox, for example while you are out. Set one reply-to address for the campaign.
- Individual CC and BCC recipients
- Copy your manager on every email, use a different address for each row, or combine both approaches.
- Custom headers and unsubscribe links
- Add a custom header for your mail flow rules or a List-Unsubscribe value pointing to your own unsubscribe destination. You manage unsubscribe requests.
Personalization
- Personalized subjects and messages
- Insert spreadsheet fields into your subject and email body, from a first name to a company, plan or renewal date.
- Conditional content
- Show a different paragraph for trial, monthly and annual customers, based on a column in your list.
- Individual links
- Give each client their own booking, proposal or portal link from your spreadsheet.
- Rich Outlook formatting
- Keep your signature, tables, images and familiar Outlook formatting. Send a test to check the finished message.
Recipients & data
- Excel and CSV
- Use CRM exports as they come. Excel, CSV and other spreadsheet formats work, so you start with the list you already have.
- Review, search and select recipients
- Search and filter the recipient table, then untick the accounts a colleague already called. Hiding rows in your spreadsheet does not exclude them.
- Many-to-one mail merge
- Combine several rows for one contact into a single email with a table, such as every open quote for that account.
Every feature, on both plans. Choose your plan
Use it free with a promotional footer, or remove the footer with a license.
Built for teams on Microsoft 365
Your client list stays
in your own Outlook.
Your list and messages are processed on your own computer inside Outlook.
Your emails are sent through your own Microsoft 365 mailbox and saved in your Sent Items. There is no separate sending domain to warm up and no outside platform holding a copy of your contact list.
No open pixels and no click tracking. Messages look and behave like the personal email they are. Read receipts are available when you want them.
Share the Trust Center with ITWhere your campaign data goes
Your list & attachments
Selected from your own files
Processed on your computer
Individual messages created inside your Outlook
Sent through Microsoft 365
From your own mailbox to your recipients
Microsoft permissions and your organization’s policies still apply.
Fewer copy-paste follow-ups. More calls.
“Best Add-On!! I was introduced to this add-on last year and it has completely changed my life. From personalizing emails with attachments and sending hundreds in minutes, it is truly a game changer.”
Microsoft AppSource review · Mar 27, 2025
“Great mailing tool. Straightforward with an intuitive help page. Free version isn't obnoxious, but well worth the purchase for any sized business.”
Microsoft AppSource review · Jan 24, 2025
One license per rep. One subscription.
Licensed per sending mailbox, with no fees per email or campaign. Buy for the whole team on Microsoft AppSource with Microsoft 365 billing, or here by card or PayPal.
Only reps who send campaigns need a license. Everyone else can stay on the free version.
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.
Rolling it out to a team
Installing and licensing are separate steps. Reps can start on the free version today. License only the reps who send.
-
Roll it out
Reps install it themselves from Outlook, or IT deploys it to selected users, groups or everyone from "Integrated apps" in the Microsoft 365 admin center. Deploying does not license anyone.
Deploy from the admin center
Can one admin buy and assign licenses for the whole team?
Yes. One account buys the subscription, on our website or through Microsoft AppSource, and assigns one license to each rep's own email address on the licensing server. The owner can delegate assignment to IT or a team lead, and reassign a license when someone leaves.
See team licensingDoes every rep need a license, or only the ones who send?
Only mailboxes that send campaigns need a license. Reps who only receive merged emails need nothing. A team can mix free and licensed users, so start everyone on the free version, which has every feature and a short promotional footer, and license the senders when you are ready.
Installing vs licensingCan we deploy the add-in to everyone from the Microsoft 365 admin center?
Yes. An administrator can install SecureMailMerge for selected users, groups or the whole organization from "Integrated apps". Microsoft says it can take 24 to 72 hours to appear in Outlook. Deploying makes the add-in available but does not license it.
See the deployment guideDo replies go to the rep or to a shared inbox?
By default, replies go to the rep who sent the email. Set a reply-to address on a campaign to route all of its replies to a shared inbox instead.
Set a reply-to addressWill sending from each rep's mailbox hurt deliverability?
Each email is sent individually through the rep's own Microsoft 365 mailbox, so Microsoft handles the sending infrastructure. Deliverability still depends on volume, content and a list that wants your email. Start new mailboxes with small batches and use delays and daily caps.
Read how to avoid spam foldersCan we see opens and clicks?
No. SecureMailMerge does not track opens or clicks, by design, to protect recipient privacy and keep messages out of spam folders. You can request read receipts, add UTM parameters to your links, and check each rep's Sent Items.
See tracking alternativesSend every client a personal email.
Your client list. Your Outlook. A personal email to every account.