How to Merge Two Emails in Outlook 365: A Comprehensive Guide

Merging emails in Outlook 365 isn’t a straightforward, built-in function like combining cells in Excel. However, fear not! There are clever workarounds to achieve the desired effect of having the content of two emails presented as one. Essentially, you’ll be using copy-pasting or forwarding techniques to consolidate the information. The most common and effective methods involve copying the content of one email and pasting it into a reply or a new email, or forwarding one email within the body of another. Let’s delve into the specifics.

Method 1: Copy and Paste – The Direct Approach

This method is best for simple emails without complex formatting or attachments. It’s quick and allows for direct editing of the combined content.

Step 1: Open the First Email

Locate and open the first email you want to merge in Outlook 365.

Step 2: Select and Copy the Content

Highlight all the text and any relevant images within the email. Press Ctrl+C (Windows) or Cmd+C (Mac) to copy the selected content to your clipboard.

Step 3: Open the Second Email

Open the second email that you want to merge the first email into.

Step 4: Paste the Content

Click inside the body of the second email (either in a reply or a new email). Press Ctrl+V (Windows) or Cmd+V (Mac) to paste the content you copied from the first email.

Step 5: Editing and Formatting

Now you can edit and format the combined content as needed. Remove any redundant headers, footers, or unnecessary information. Adjust the formatting to ensure consistency and readability.

Important Considerations:

• Formatting Issues: Complex formatting from the original emails may not transfer perfectly. You might need to spend time cleaning up the pasted content.
• Attachments: This method does not copy attachments. You’ll need to manually download attachments from both emails and add them to the new, combined email.

Method 2: Forwarding as Attachment – The Preserved Format

This method is suitable for emails with intricate formatting or when you need to preserve the original email structure. It essentially embeds one email within another.

Step 1: Open the Email to be Forwarded

Open the email that you want to insert into another email as an attachment.

Step 2: Forward the Email

Click on the Forward button. A new email window will open with the first email attached.

Step 3: Open the Second Email

Open the second email that you want to be the primary email, containing the forwarded email.

Step 4: Drag and Drop (or Insert as Attachment)

Instead of sending the forwarded email directly, save the forwarded email draft. Then, from this draft, drag and drop the attached email into the body of the second email. Alternatively, in the second email, you can go to Insert > Attach File and select the forwarded email draft you saved. This inserts the forwarded email as an .eml attachment directly into the body of the second email.

Step 5: Add Context

In the body of the second email, add any necessary context or explanation about the attached email.

Important Considerations:

• Viewing the Attachment: The recipient will need to open the attached .eml file to view the content of the forwarded email.
• Compatibility: The .eml format is widely compatible with most email clients, but there might be slight variations in how it’s displayed.

Method 3: Combining using a Third-Party Tool

While Outlook 365 doesn’t natively support merging, several third-party add-ins and tools offer more advanced features. These tools can automate the merging process, handle attachments more effectively, and preserve complex formatting.

Examples of Tools

• Mailchimp: If you’re dealing with marketing emails, Mailchimp allows you to combine content from different campaigns.
• Email Merge Utilities: Numerous add-ins specifically designed for merging emails are available in the Microsoft AppSource. Research and choose one that meets your specific needs.

Important Considerations:

• Security: Always research the reputation and security policies of any third-party tool before installing it.
• Cost: Many add-ins require a subscription or one-time purchase.

Frequently Asked Questions (FAQs)

1. Can I merge emails directly in Outlook 365 without copying and pasting?

No, Outlook 365 does not have a built-in “merge” function for emails. You’ll need to use the methods described above involving copying and pasting, forwarding as attachments, or using third-party tools.

2. Will the formatting of the emails be preserved when I copy and paste?

Complex formatting might not be perfectly preserved. You may need to adjust the formatting in the combined email to ensure consistency. Simple text formatting usually transfers without issues.

3. What happens to the attachments when I copy and paste emails?

Attachments are not copied when you copy and paste the email content. You’ll need to manually download the attachments from both emails and add them to the new, combined email.

4. How can I merge emails with many attachments more efficiently?

Forwarding one email as an attachment to another is generally more efficient for emails with multiple attachments. This preserves the attachments within the .eml file.

5. Is it possible to merge emails from different email accounts in Outlook 365?

Yes, as long as both email accounts are configured in Outlook 365, you can use any of the methods described above to merge emails from different accounts.

6. What is an .eml file, and why is it relevant to email merging?

An .eml file is a standard file format for saving email messages. When you forward an email as an attachment, it’s typically saved as a .eml file. This allows the recipient to open the email within their email client and view its content, including attachments and formatting.

7. Are there any risks associated with using third-party email merging tools?

Yes, there are risks. Always research the security policies and reputation of the third-party tool. Ensure that the tool is reputable and doesn’t compromise your email security or privacy.

8. Can I undo a merge if I make a mistake?

If you’ve simply copied and pasted content, you can use Ctrl+Z (Windows) or Cmd+Z (Mac) to undo the pasting. If you’ve already saved the combined email, you’ll need to manually edit it to remove the merged content. It’s always a good practice to keep a copy of the original emails before merging.

9. How do I merge multiple emails into one PDF document?

You can’t directly merge emails into a single PDF from Outlook. However, you can:

1. Print each email to PDF.
2. Use a PDF merging tool (like Adobe Acrobat, Smallpdf, or online PDF merge tools) to combine the individual PDF files into one document.

10. Is there a way to automatically merge emails based on certain criteria (e.g., sender, subject)?

Outlook 365 doesn’t have a built-in feature for automatic merging. You might be able to achieve this with Power Automate (formerly Microsoft Flow) and custom scripting, but it requires advanced technical skills. Third-party email management solutions might also offer this functionality.

11. How can I merge contact information from multiple emails into my Outlook contacts?

This is more about consolidating contact information than merging the emails themselves. You’ll need to manually extract the contact details (name, email address, phone number) from each email and add them to a new or existing contact in Outlook. Consider using a CRM system if you need to manage a large number of contacts effectively.

12. What is the best method for merging emails when dealing with confidential or sensitive information?

The copy and paste method allows you the most control over what information is included in the final combined email. However, always ensure that you are adhering to your organization’s data privacy policies. If the emails contain highly sensitive information, consider redacting sensitive details before merging, or consult with your IT security team for guidance.

By understanding these methods and FAQs, you can effectively “merge” emails in Outlook 365 to suit your needs, whether it’s for consolidating information, preserving formatting, or handling attachments. Remember to always prioritize data security and choose the method that best aligns with your specific requirements.