distribution lists and/or bcc: and/or other to hide names in To:

[Rebecca]

What is the BEST way to send the same email message to a large group of
customers, but control what the recipient sees in the "To:" field of the
email they receive?

Sample distribution list "MY CUSTOMERS"
Miles Smith ([email protected])
Michael Dell ([email protected])
Steve Ballmer ([email protected])

I know by default that when I choose a distribution list such as
"MY CUSTOMERS" in the "To:" field when I create the message, it looks like
To: + MY CUSTOMERS on my screen, but when the email is received by each
person,
their received email shows every individual name and email:
To: Miles Smith ([email protected]; Michael Dell ([email protected]); Steve
Ballmer
([email protected])

I would rather have the recipient's email display just the distribution list
name
To: MY CUSTOMERS

or ideally display with only their own name
To: Michael Dell
even though it was sent to tons of people.

When creating the message, if I put nothing in the "To:" field and I put MY
CUSTOMERS in the BCC field, it does hide all the names, but the message looks
too blank and impersonal:
From: Becky
To:
Cc:
Subject: whatever

If I put my own name in the To: field and the distribution list in the BCC
then the received email really looks weird:
From: Becky
To: Becky
CC:
Subject: whatever

 

[Russ Valentine [MVP-Outlook]]

Two options:
1. Use a mail merge if you want each recipient to see only their own name.
2. Create a dummy Contact that has the name of your DL and put it in the To:
field while you put the actual DL in the BCC field.

 

[Sue Mosher [MVP-Outlook]]

Displaying the DL name is not an option unless you're working with a server-based DL. The best you can do from Outlook alone is fake it with a dummy address.

To show individual names, use a mail merge with individual contacts.
--
Sue Mosher, Outlook MVP
Author of Configuring Microsoft Outlook 2003

and Microsoft Outlook Programming - Jumpstart for
Administrators, Power Users, and Developers

 

[Rebecca]

I've done a mail merge where the form is an MS-Word doc, the data is in MS
Excel and the output doc is an MS-Word letter that we print on paper. I've
never done a mail merge where the form is an email, the data is a DL and the
output doc is an email. Where can I find instructions to do that?

Two options:
1. Use a mail merge if you want each recipient to see only their own name.
2. Create a dummy Contact that has the name of your DL and put it in the To:
field while you put the actual DL in the BCC field.
--
Russ Valentine
[MVP-Outlook]

What is the BEST way to send the same email message to a large group of
customers, but control what the recipient sees in the "To:" field of the
email they receive?

Sample distribution list "MY CUSTOMERS"
Miles Smith ([email protected])
Michael Dell ([email protected])
Steve Ballmer ([email protected])

I know by default that when I choose a distribution list such as
"MY CUSTOMERS" in the "To:" field when I create the message, it looks like
To: + MY CUSTOMERS on my screen, but when the email is received by each
person,
their received email shows every individual name and email:
To: Miles Smith ([email protected]; Michael Dell ([email protected]); Steve
Ballmer
([email protected])

I would rather have the recipient's email display just the distribution
list
name
To: MY CUSTOMERS

or ideally display with only their own name
To: Michael Dell
even though it was sent to tons of people.

When creating the message, if I put nothing in the "To:" field and I put
MY
CUSTOMERS in the BCC field, it does hide all the names, but the message
looks
too blank and impersonal:
From: Becky
To:
Cc:
Subject: whatever

If I put my own name in the To: field and the distribution list in the BCC
then the received email really looks weird:
From: Becky
To: Becky
CC:
Subject: whatever

 

[Rebecca]

I could use a server-based DL for this situation, how would I do that?

As far as mail merge, I've done a mail merge where the form is an MS-Word
doc, the data is in MS Excel and the output doc is an MS-Word letter that we
print on paper. I've never done a mail merge where the form is an email, the
data is a DL and the output doc is an email. Where can I find instructions
to do that?

 

[Russ Valentine [MVP-Outlook]]

You can't mail merge to a DL. You'd have to create Contacts, which you
should have done all along. DL's are not a reliable way to store Contact
information.
For an overview of mail merges take a look here:
http://www.slipstick.com/contacts/printlabel.htm
http://www.outlook-tips.net/howto/mailmerge.htm
http://office.microsoft.com/en-us/assistance/HA011186361033.aspx


--
Russ Valentine
[MVP-Outlook]

I've done a mail merge where the form is an MS-Word doc, the data is in MS
Excel and the output doc is an MS-Word letter that we print on paper.
I've
never done a mail merge where the form is an email, the data is a DL and
the
output doc is an email. Where can I find instructions to do that?

Two options:
1. Use a mail merge if you want each recipient to see only their own
name.
2. Create a dummy Contact that has the name of your DL and put it in the
To:
field while you put the actual DL in the BCC field.
--
Russ Valentine
[MVP-Outlook]

What is the BEST way to send the same email message to a large group of
customers, but control what the recipient sees in the "To:" field of
the
email they receive?

Sample distribution list "MY CUSTOMERS"
Miles Smith ([email protected])
Michael Dell ([email protected])
Steve Ballmer ([email protected])

I know by default that when I choose a distribution list such as
"MY CUSTOMERS" in the "To:" field when I create the message, it looks
like
To: + MY CUSTOMERS on my screen, but when the email is received by each
person,
their received email shows every individual name and email:
To: Miles Smith ([email protected]; Michael Dell ([email protected]); Steve
Ballmer
([email protected])

I would rather have the recipient's email display just the distribution
list
name
To: MY CUSTOMERS

or ideally display with only their own name
To: Michael Dell
even though it was sent to tons of people.

When creating the message, if I put nothing in the "To:" field and I
put
MY
CUSTOMERS in the BCC field, it does hide all the names, but the message
looks
too blank and impersonal:
From: Becky
To:
Cc:
Subject: whatever

If I put my own name in the To: field and the distribution list in the
BCC
then the received email really looks weird:
From: Becky
To: Becky
CC:
Subject: whatever

 

[Sue Mosher [MVP-Outlook]]

Ask your network administrators. They'd be the ones managing server-based DLs.

Or contract with free or commercial list host.

--
Sue Mosher, Outlook MVP
Author of Configuring Microsoft Outlook 2003

and Microsoft Outlook Programming - Jumpstart for
Administrators, Power Users, and Developers

 

[Rebecca]

Thanks, Russ, I'll look at these. For this purpose, creating Contacts would
not be correct, I don't think. These are temporary DL lists to send
one-time-only reminders to customers whose insurance premiums are due the
following month. I'm extracting the name and email info from a database and
putting it in a DL, unless you know a way to import name and email into a
Contacts folder that's unique?

You can't mail merge to a DL. You'd have to create Contacts, which you
should have done all along. DL's are not a reliable way to store Contact
information.
For an overview of mail merges take a look here:
http://www.slipstick.com/contacts/printlabel.htm
http://www.outlook-tips.net/howto/mailmerge.htm
http://office.microsoft.com/en-us/assistance/HA011186361033.aspx


--
Russ Valentine
[MVP-Outlook]

I've done a mail merge where the form is an MS-Word doc, the data is in MS
Excel and the output doc is an MS-Word letter that we print on paper.
I've
never done a mail merge where the form is an email, the data is a DL and
the
output doc is an email. Where can I find instructions to do that?

Two options:
1. Use a mail merge if you want each recipient to see only their own
name.
2. Create a dummy Contact that has the name of your DL and put it in the
To:
field while you put the actual DL in the BCC field.
--
Russ Valentine
[MVP-Outlook]
What is the BEST way to send the same email message to a large group of
customers, but control what the recipient sees in the "To:" field of
the
email they receive?

Sample distribution list "MY CUSTOMERS"
Miles Smith ([email protected])
Michael Dell ([email protected])
Steve Ballmer ([email protected])

I know by default that when I choose a distribution list such as
"MY CUSTOMERS" in the "To:" field when I create the message, it looks
like
To: + MY CUSTOMERS on my screen, but when the email is received by each
person,
their received email shows every individual name and email:
To: Miles Smith ([email protected]; Michael Dell ([email protected]); Steve
Ballmer
([email protected])

I would rather have the recipient's email display just the distribution
list
name
To: MY CUSTOMERS

or ideally display with only their own name
To: Michael Dell
even though it was sent to tons of people.

When creating the message, if I put nothing in the "To:" field and I
put
MY
CUSTOMERS in the BCC field, it does hide all the names, but the message
looks
too blank and impersonal:
From: Becky
To:
Cc:
Subject: whatever

If I put my own name in the To: field and the distribution list in the
BCC
then the received email really looks weird:
From: Becky
To: Becky
CC:
Subject: whatever

 

[Rebecca]

ha, ha, that's so funny...I am the network administrator!! Very
inexperienced, practically pathetic except that I'm such a darn nice person
;-)

I think it's very difficult to find complete and correct Microsoft
instructions for common everyday business tasks, even for an intelligent
person with good research skills. The Microsoft Help inside of software
applications such as MS-Office is usually quite good with bolded commands and
step-by-step instructions to complete smaller discrete tasks. But for
slightly more complex but common business needs such as "How to gather name
and email data from a database, import that info into Outlook and use it to
send an email to all recipients on that list" it's practically impossible to
get an answer.

You should see my so-far-unsuccessful attempt over in the Exchange
Administration newsgroup just to find out the correct way to rename a user's
login and Exchange email address without having a bunch of things go wrong.
Tons of other participants over there have submitted the exact same question
multiple times over the last several months, but all of the answers are
incorrect, incomplete or scattershot.

 

[Sue Mosher [MVP-Outlook]]

If the data is already in a database, then putting it into Outlook is an extra step you may not need. Word's mail merge feature can use a database as its data source.

If each list is for one-time use, a DL would be an expensive solution in terms of time spent.

--
Sue Mosher, Outlook MVP
Author of Configuring Microsoft Outlook 2003

and Microsoft Outlook Programming - Jumpstart for
Administrators, Power Users, and Developers

Thanks, Russ, I'll look at these. For this purpose, creating Contacts would
not be correct, I don't think. These are temporary DL lists to send
one-time-only reminders to customers whose insurance premiums are due the
following month. I'm extracting the name and email info from a database and
putting it in a DL, unless you know a way to import name and email into a
Contacts folder that's unique?

You can't mail merge to a DL. You'd have to create Contacts, which you
should have done all along. DL's are not a reliable way to store Contact
information.
For an overview of mail merges take a look here:
http://www.slipstick.com/contacts/printlabel.htm
http://www.outlook-tips.net/howto/mailmerge.htm
http://office.microsoft.com/en-us/assistance/HA011186361033.aspx


--
Russ Valentine
[MVP-Outlook]

I've done a mail merge where the form is an MS-Word doc, the data is in MS
Excel and the output doc is an MS-Word letter that we print on paper.
I've
never done a mail merge where the form is an email, the data is a DL and
the
output doc is an email. Where can I find instructions to do that?


:

Two options:
1. Use a mail merge if you want each recipient to see only their own
name.
2. Create a dummy Contact that has the name of your DL and put it in the
To:
field while you put the actual DL in the BCC field.
--
Russ Valentine
[MVP-Outlook]
What is the BEST way to send the same email message to a large group of
customers, but control what the recipient sees in the "To:" field of
the
email they receive?

Sample distribution list "MY CUSTOMERS"
Miles Smith ([email protected])
Michael Dell ([email protected])
Steve Ballmer ([email protected])

I know by default that when I choose a distribution list such as
"MY CUSTOMERS" in the "To:" field when I create the message, it looks
like
To: + MY CUSTOMERS on my screen, but when the email is received by each
person,
their received email shows every individual name and email:
To: Miles Smith ([email protected]; Michael Dell ([email protected]); Steve
Ballmer
([email protected])

I would rather have the recipient's email display just the distribution
list
name
To: MY CUSTOMERS

or ideally display with only their own name
To: Michael Dell
even though it was sent to tons of people.

When creating the message, if I put nothing in the "To:" field and I
put
MY
CUSTOMERS in the BCC field, it does hide all the names, but the message
looks
too blank and impersonal:
From: Becky
To:
Cc:
Subject: whatever

If I put my own name in the To: field and the distribution list in the
BCC
then the received email really looks weird:
From: Becky
To: Becky
CC:
Subject: whatever

 

[Rebecca]

Thanks, Sue, but the database is DATATRIEVE on our HP OpenVMS Alpha system,
it's not Windows.

I don't understand the implication when you say "If each list is for
one-time use, a DL would be an expensive solution in terms of time spent.".
Therefore, what SHOULD I do? If you yourself needed to send a one-time-only
email to about 20 or 30 people who were not already in your Contacts, and
someone had given you the list of names and emails as a fixed-column .TXT,
what steps would you take to send that email?

If the data is already in a database, then putting it into Outlook is an extra step you may not need. Word's mail merge feature can use a database as its data source.

If each list is for one-time use, a DL would be an expensive solution in terms of time spent.

--
Sue Mosher, Outlook MVP
Author of Configuring Microsoft Outlook 2003

and Microsoft Outlook Programming - Jumpstart for
Administrators, Power Users, and Developers

Thanks, Russ, I'll look at these. For this purpose, creating Contacts would
not be correct, I don't think. These are temporary DL lists to send
one-time-only reminders to customers whose insurance premiums are due the
following month. I'm extracting the name and email info from a database and
putting it in a DL, unless you know a way to import name and email into a
Contacts folder that's unique?

You can't mail merge to a DL. You'd have to create Contacts, which you
should have done all along. DL's are not a reliable way to store Contact
information.
For an overview of mail merges take a look here:
http://www.slipstick.com/contacts/printlabel.htm
http://www.outlook-tips.net/howto/mailmerge.htm
http://office.microsoft.com/en-us/assistance/HA011186361033.aspx


--
Russ Valentine
[MVP-Outlook]
I've done a mail merge where the form is an MS-Word doc, the data is in MS
Excel and the output doc is an MS-Word letter that we print on paper.
I've
never done a mail merge where the form is an email, the data is a DL and
the
output doc is an email. Where can I find instructions to do that?


:

Two options:
1. Use a mail merge if you want each recipient to see only their own
name.
2. Create a dummy Contact that has the name of your DL and put it in the
To:
field while you put the actual DL in the BCC field.
--
Russ Valentine
[MVP-Outlook]
What is the BEST way to send the same email message to a large group of
customers, but control what the recipient sees in the "To:" field of
the
email they receive?

Sample distribution list "MY CUSTOMERS"
Miles Smith ([email protected])
Michael Dell ([email protected])
Steve Ballmer ([email protected])

I know by default that when I choose a distribution list such as
"MY CUSTOMERS" in the "To:" field when I create the message, it looks
like
To: + MY CUSTOMERS on my screen, but when the email is received by each
person,
their received email shows every individual name and email:
To: Miles Smith ([email protected]; Michael Dell ([email protected]); Steve
Ballmer
([email protected])

I would rather have the recipient's email display just the distribution
list
name
To: MY CUSTOMERS

or ideally display with only their own name
To: Michael Dell
even though it was sent to tons of people.

When creating the message, if I put nothing in the "To:" field and I
put
MY
CUSTOMERS in the BCC field, it does hide all the names, but the message
looks
too blank and impersonal:
From: Becky
To:
Cc:
Subject: whatever

If I put my own name in the To: field and the distribution list in the
BCC
then the received email really looks weird:
From: Becky
To: Becky
CC:
Subject: whatever

 

[Sue Mosher [MVP-Outlook]]

The location of the database doesn't matter. All that should be required is that a connection can be made to it using ODBC, etc.

If I had a .txt list of email addresses, I'd run a mail merge in Word and use that list as the data source.

--
Sue Mosher, Outlook MVP
Author of Configuring Microsoft Outlook 2003

and Microsoft Outlook Programming - Jumpstart for
Administrators, Power Users, and Developers

Thanks, Sue, but the database is DATATRIEVE on our HP OpenVMS Alpha system,
it's not Windows.

I don't understand the implication when you say "If each list is for
one-time use, a DL would be an expensive solution in terms of time spent.".
Therefore, what SHOULD I do? If you yourself needed to send a one-time-only
email to about 20 or 30 people who were not already in your Contacts, and
someone had given you the list of names and emails as a fixed-column ..TXT,
what steps would you take to send that email?

If the data is already in a database, then putting it into Outlook is an extra step you may not need. Word's mail merge feature can use a database as its data source.

If each list is for one-time use, a DL would be an expensive solution in terms of time spent.

--
Sue Mosher, Outlook MVP
Author of Configuring Microsoft Outlook 2003

and Microsoft Outlook Programming - Jumpstart for
Administrators, Power Users, and Developers

Thanks, Russ, I'll look at these. For this purpose, creating Contacts would
not be correct, I don't think. These are temporary DL lists to send
one-time-only reminders to customers whose insurance premiums are due the
following month. I'm extracting the name and email info from a database and
putting it in a DL, unless you know a way to import name and email into a
Contacts folder that's unique?

:

You can't mail merge to a DL. You'd have to create Contacts, which you
should have done all along. DL's are not a reliable way to store Contact
information.
For an overview of mail merges take a look here:
http://www.slipstick.com/contacts/printlabel.htm
http://www.outlook-tips.net/howto/mailmerge.htm
http://office.microsoft.com/en-us/assistance/HA011186361033.aspx


--
Russ Valentine
[MVP-Outlook]
I've done a mail merge where the form is an MS-Word doc, the data is in MS
Excel and the output doc is an MS-Word letter that we print on paper.
I've
never done a mail merge where the form is an email, the data is a DL and
the
output doc is an email. Where can I find instructions to do that?


:

Two options:
1. Use a mail merge if you want each recipient to see only their own
name.
2. Create a dummy Contact that has the name of your DL and put it in the
To:
field while you put the actual DL in the BCC field.
--
Russ Valentine
[MVP-Outlook]
What is the BEST way to send the same email message to a large group of
customers, but control what the recipient sees in the "To:" field of
the
email they receive?

Sample distribution list "MY CUSTOMERS"
Miles Smith ([email protected])
Michael Dell ([email protected])
Steve Ballmer ([email protected])

I know by default that when I choose a distribution list such as
"MY CUSTOMERS" in the "To:" field when I create the message, it looks
like
To: + MY CUSTOMERS on my screen, but when the email is received by each
person,
their received email shows every individual name and email:
To: Miles Smith ([email protected]; Michael Dell ([email protected]); Steve
Ballmer
([email protected])

I would rather have the recipient's email display just the distribution
list
name
To: MY CUSTOMERS

or ideally display with only their own name
To: Michael Dell
even though it was sent to tons of people.

When creating the message, if I put nothing in the "To:" field and I
put
MY
CUSTOMERS in the BCC field, it does hide all the names, but the message
looks
too blank and impersonal:
From: Becky
To:
Cc:
Subject: whatever

If I put my own name in the To: field and the distribution list in the
BCC
then the received email really looks weird:
From: Becky
To: Becky
CC:
Subject: whatever

 

[Rebecca]

But if it's merged into a Word document, then how does that Word doc get sent
as an email? I'm only familiar with sending a merged Word doc to a printer to
be printed on paper.

The location of the database doesn't matter. All that should be required is that a connection can be made to it using ODBC, etc.

If I had a .txt list of email addresses, I'd run a mail merge in Word and use that list as the data source.

--
Sue Mosher, Outlook MVP
Author of Configuring Microsoft Outlook 2003

and Microsoft Outlook Programming - Jumpstart for
Administrators, Power Users, and Developers

Thanks, Sue, but the database is DATATRIEVE on our HP OpenVMS Alpha system,
it's not Windows.

I don't understand the implication when you say "If each list is for
one-time use, a DL would be an expensive solution in terms of time spent.".
Therefore, what SHOULD I do? If you yourself needed to send a one-time-only
email to about 20 or 30 people who were not already in your Contacts, and
someone had given you the list of names and emails as a fixed-column ..TXT,
what steps would you take to send that email?

If the data is already in a database, then putting it into Outlook is an extra step you may not need. Word's mail merge feature can use a database as its data source.

If each list is for one-time use, a DL would be an expensive solution in terms of time spent.

--
Sue Mosher, Outlook MVP
Author of Configuring Microsoft Outlook 2003

and Microsoft Outlook Programming - Jumpstart for
Administrators, Power Users, and Developers


Thanks, Russ, I'll look at these. For this purpose, creating Contacts would
not be correct, I don't think. These are temporary DL lists to send
one-time-only reminders to customers whose insurance premiums are due the
following month. I'm extracting the name and email info from a database and
putting it in a DL, unless you know a way to import name and email into a
Contacts folder that's unique?

:

You can't mail merge to a DL. You'd have to create Contacts, which you
should have done all along. DL's are not a reliable way to store Contact
information.
For an overview of mail merges take a look here:
http://www.slipstick.com/contacts/printlabel.htm
http://www.outlook-tips.net/howto/mailmerge.htm
http://office.microsoft.com/en-us/assistance/HA011186361033.aspx


--
Russ Valentine
[MVP-Outlook]
I've done a mail merge where the form is an MS-Word doc, the data is in MS
Excel and the output doc is an MS-Word letter that we print on paper.
I've
never done a mail merge where the form is an email, the data is a DL and
the
output doc is an email. Where can I find instructions to do that?


:

Two options:
1. Use a mail merge if you want each recipient to see only their own
name.
2. Create a dummy Contact that has the name of your DL and put it in the
To:
field while you put the actual DL in the BCC field.
--
Russ Valentine
[MVP-Outlook]
What is the BEST way to send the same email message to a large group of
customers, but control what the recipient sees in the "To:" field of
the
email they receive?

Sample distribution list "MY CUSTOMERS"
Miles Smith ([email protected])
Michael Dell ([email protected])
Steve Ballmer ([email protected])

I know by default that when I choose a distribution list such as
"MY CUSTOMERS" in the "To:" field when I create the message, it looks
like
To: + MY CUSTOMERS on my screen, but when the email is received by each
person,
their received email shows every individual name and email:
To: Miles Smith ([email protected]; Michael Dell ([email protected]); Steve
Ballmer
([email protected])

I would rather have the recipient's email display just the distribution
list
name
To: MY CUSTOMERS

or ideally display with only their own name
To: Michael Dell
even though it was sent to tons of people.

When creating the message, if I put nothing in the "To:" field and I
put
MY
CUSTOMERS in the BCC field, it does hide all the names, but the message
looks
too blank and impersonal:
From: Becky
To:
Cc:
Subject: whatever

If I put my own name in the To: field and the distribution list in the
BCC
then the received email really looks weird:
From: Becky
To: Becky
CC:
Subject: whatever

 

[Rebecca]

Okay, I think I know how to get started, but not how to complete it. How do
I send it as an email? Here are the steps that I think I do know so far, are
they right up to that point?

Open a blank Word document

Choose Tools> Letters and Mailings> Mail Merge

On the right, choose the radio button “E-mail messagesâ€

On the right, Choose “Next: Starting Documentâ€

On the right, Choose “Next: Select Recipientsâ€

On the right, Choose “Browseâ€

Use drop-down box to find the location of the .TXT file, and choose it

Answer “OK†to all the Data Source windows until you are back to your blank
document

Choose “Next: Write Your Letter†and type in the text of your email address

Choose “Next: Complete the Mergeâ€

At this point, it doesn't look right to me. Then how do I send that as an
email? It seems to want to go to a printer to be printed.

During the "Write your letter"part, is there a place where I'm supposed to
embed the email address?

The location of the database doesn't matter. All that should be required is that a connection can be made to it using ODBC, etc.

If I had a .txt list of email addresses, I'd run a mail merge in Word and use that list as the data source.

--
Sue Mosher, Outlook MVP
Author of Configuring Microsoft Outlook 2003

and Microsoft Outlook Programming - Jumpstart for
Administrators, Power Users, and Developers

Thanks, Sue, but the database is DATATRIEVE on our HP OpenVMS Alpha system,
it's not Windows.

I don't understand the implication when you say "If each list is for
one-time use, a DL would be an expensive solution in terms of time spent.".
Therefore, what SHOULD I do? If you yourself needed to send a one-time-only
email to about 20 or 30 people who were not already in your Contacts, and
someone had given you the list of names and emails as a fixed-column ..TXT,
what steps would you take to send that email?

If the data is already in a database, then putting it into Outlook is an extra step you may not need. Word's mail merge feature can use a database as its data source.

If each list is for one-time use, a DL would be an expensive solution in terms of time spent.

--
Sue Mosher, Outlook MVP
Author of Configuring Microsoft Outlook 2003

and Microsoft Outlook Programming - Jumpstart for
Administrators, Power Users, and Developers


Thanks, Russ, I'll look at these. For this purpose, creating Contacts would
not be correct, I don't think. These are temporary DL lists to send
one-time-only reminders to customers whose insurance premiums are due the
following month. I'm extracting the name and email info from a database and
putting it in a DL, unless you know a way to import name and email into a
Contacts folder that's unique?

:

You can't mail merge to a DL. You'd have to create Contacts, which you
should have done all along. DL's are not a reliable way to store Contact
information.
For an overview of mail merges take a look here:
http://www.slipstick.com/contacts/printlabel.htm
http://www.outlook-tips.net/howto/mailmerge.htm
http://office.microsoft.com/en-us/assistance/HA011186361033.aspx


--
Russ Valentine
[MVP-Outlook]
I've done a mail merge where the form is an MS-Word doc, the data is in MS
Excel and the output doc is an MS-Word letter that we print on paper.
I've
never done a mail merge where the form is an email, the data is a DL and
the
output doc is an email. Where can I find instructions to do that?


:

Two options:
1. Use a mail merge if you want each recipient to see only their own
name.
2. Create a dummy Contact that has the name of your DL and put it in the
To:
field while you put the actual DL in the BCC field.
--
Russ Valentine
[MVP-Outlook]
What is the BEST way to send the same email message to a large group of
customers, but control what the recipient sees in the "To:" field of
the
email they receive?

Sample distribution list "MY CUSTOMERS"
Miles Smith ([email protected])
Michael Dell ([email protected])
Steve Ballmer ([email protected])

I know by default that when I choose a distribution list such as
"MY CUSTOMERS" in the "To:" field when I create the message, it looks
like
To: + MY CUSTOMERS on my screen, but when the email is received by each
person,
their received email shows every individual name and email:
To: Miles Smith ([email protected]; Michael Dell ([email protected]); Steve
Ballmer
([email protected])

I would rather have the recipient's email display just the distribution
list
name
To: MY CUSTOMERS

or ideally display with only their own name
To: Michael Dell
even though it was sent to tons of people.

When creating the message, if I put nothing in the "To:" field and I
put
MY
CUSTOMERS in the BCC field, it does hide all the names, but the message
looks
too blank and impersonal:
From: Becky
To:
Cc:
Subject: whatever

If I put my own name in the To: field and the distribution list in the
BCC
then the received email really looks weird:
From: Becky
To: Becky
CC:
Subject: whatever

 

[Sue Mosher [MVP-Outlook]]

Yes, the Write Your Letter step is where you write the body of the email message that you want to send.

It's probably easiest to display the Mail Merge toolbar, which has the Merge to E-mail button on it. When you click it, you'll see a dialog that asks you which of the fields from the data source contains the email addresses.

--
Sue Mosher, Outlook MVP
Author of Configuring Microsoft Outlook 2003

and Microsoft Outlook Programming - Jumpstart for
Administrators, Power Users, and Developers

Okay, I think I know how to get started, but not how to complete it. How do
I send it as an email? Here are the steps that I think I do know so far, are
they right up to that point?

Open a blank Word document

Choose Tools> Letters and Mailings> Mail Merge

On the right, choose the radio button “E-mail messagesâ€

On the right, Choose “Next: Starting Documentâ€

On the right, Choose “Next: Select Recipientsâ€

On the right, Choose “Browseâ€

Use drop-down box to find the location of the .TXT file, and choose it

Answer “OK†to all the Data Source windows until you are back to your blank
document

Choose “Next: Write Your Letter†and type in the text of your email address

Choose “Next: Complete the Mergeâ€

At this point, it doesn't look right to me. Then how do I send that as an
email? It seems to want to go to a printer to be printed.

During the "Write your letter"part, is there a place where I'm supposed to
embed the email address?

The location of the database doesn't matter. All that should be required is that a connection can be made to it using ODBC, etc.

If I had a .txt list of email addresses, I'd run a mail merge in Word and use that list as the data source.

--
Sue Mosher, Outlook MVP
Author of Configuring Microsoft Outlook 2003

and Microsoft Outlook Programming - Jumpstart for
Administrators, Power Users, and Developers

Thanks, Sue, but the database is DATATRIEVE on our HP OpenVMS Alpha system,
it's not Windows.

I don't understand the implication when you say "If each list is for
one-time use, a DL would be an expensive solution in terms of time spent.".
Therefore, what SHOULD I do? If you yourself needed to send a one-time-only
email to about 20 or 30 people who were not already in your Contacts, and
someone had given you the list of names and emails as a fixed-column ..TXT,
what steps would you take to send that email?


:

If the data is already in a database, then putting it into Outlook is an extra step you may not need. Word's mail merge feature can use a database as its data source.

If each list is for one-time use, a DL would be an expensive solution in terms of time spent.

--
Sue Mosher, Outlook MVP
Author of Configuring Microsoft Outlook 2003

and Microsoft Outlook Programming - Jumpstart for
Administrators, Power Users, and Developers


Thanks, Russ, I'll look at these. For this purpose, creating Contacts would
not be correct, I don't think. These are temporary DL lists to send
one-time-only reminders to customers whose insurance premiums are due the
following month. I'm extracting the name and email info from a database and
putting it in a DL, unless you know a way to import name and email into a
Contacts folder that's unique?

:

You can't mail merge to a DL. You'd have to create Contacts, which you
should have done all along. DL's are not a reliable way to store Contact
information.
For an overview of mail merges take a look here:
http://www.slipstick.com/contacts/printlabel.htm
http://www.outlook-tips.net/howto/mailmerge.htm
http://office.microsoft.com/en-us/assistance/HA011186361033.aspx


--
Russ Valentine
[MVP-Outlook]
I've done a mail merge where the form is an MS-Word doc, the data is in MS
Excel and the output doc is an MS-Word letter that we print on paper.
I've
never done a mail merge where the form is an email, the data is a DL and
the
output doc is an email. Where can I find instructions to do that?


:

Two options:
1. Use a mail merge if you want each recipient to see only their own
name.
2. Create a dummy Contact that has the name of your DL and put it in the
To:
field while you put the actual DL in the BCC field.
--
Russ Valentine
[MVP-Outlook]
What is the BEST way to send the same email message to a large group of
customers, but control what the recipient sees in the "To:" field of
the
email they receive?

Sample distribution list "MY CUSTOMERS"
Miles Smith ([email protected])
Michael Dell ([email protected])
Steve Ballmer ([email protected])

I know by default that when I choose a distribution list such as
"MY CUSTOMERS" in the "To:" field when I create the message, it looks
like
To: + MY CUSTOMERS on my screen, but when the email is received by each
person,
their received email shows every individual name and email:
To: Miles Smith ([email protected]; Michael Dell ([email protected]); Steve
Ballmer
([email protected])

I would rather have the recipient's email display just the distribution
list
name
To: MY CUSTOMERS

or ideally display with only their own name
To: Michael Dell
even though it was sent to tons of people.

When creating the message, if I put nothing in the "To:" field and I
put
MY
CUSTOMERS in the BCC field, it does hide all the names, but the message
looks
too blank and impersonal:
From: Becky
To:
Cc:
Subject: whatever

If I put my own name in the To: field and the distribution list in the
BCC
then the received email really looks weird:
From: Becky
To: Becky
CC:
Subject: whatever

 

[Rebecca]

Great, I'm guessing that the "Merge to Email" button was the missing pice of
the puzzle that had me confused. Let me go look at it and I'll let you know
how it goes.

Since it's a mail merge, I'm guessing that each message will appear to the
recipient as if that message was sent only to them, as far as the text that
appears in the TO: fiield, is that correct?

Yes, the Write Your Letter step is where you write the body of the email message that you want to send.

It's probably easiest to display the Mail Merge toolbar, which has the Merge to E-mail button on it. When you click it, you'll see a dialog that asks you which of the fields from the data source contains the email addresses.

--
Sue Mosher, Outlook MVP
Author of Configuring Microsoft Outlook 2003

and Microsoft Outlook Programming - Jumpstart for
Administrators, Power Users, and Developers

Okay, I think I know how to get started, but not how to complete it. How do
I send it as an email? Here are the steps that I think I do know so far, are
they right up to that point?

Open a blank Word document

Choose Tools> Letters and Mailings> Mail Merge

On the right, choose the radio button “E-mail messagesâ€

On the right, Choose “Next: Starting Documentâ€

On the right, Choose “Next: Select Recipientsâ€

On the right, Choose “Browseâ€

Use drop-down box to find the location of the .TXT file, and choose it

Answer “OK†to all the Data Source windows until you are back to your blank
document

Choose “Next: Write Your Letter†and type in the text of your email address

Choose “Next: Complete the Mergeâ€

At this point, it doesn't look right to me. Then how do I send that as an
email? It seems to want to go to a printer to be printed.

During the "Write your letter"part, is there a place where I'm supposed to
embed the email address?

The location of the database doesn't matter. All that should be required is that a connection can be made to it using ODBC, etc.

If I had a .txt list of email addresses, I'd run a mail merge in Word and use that list as the data source.

--
Sue Mosher, Outlook MVP
Author of Configuring Microsoft Outlook 2003

and Microsoft Outlook Programming - Jumpstart for
Administrators, Power Users, and Developers


Thanks, Sue, but the database is DATATRIEVE on our HP OpenVMS Alpha system,
it's not Windows.

I don't understand the implication when you say "If each list is for
one-time use, a DL would be an expensive solution in terms of time spent.".
Therefore, what SHOULD I do? If you yourself needed to send a one-time-only
email to about 20 or 30 people who were not already in your Contacts, and
someone had given you the list of names and emails as a fixed-column ..TXT,
what steps would you take to send that email?


:

If the data is already in a database, then putting it into Outlook is an extra step you may not need. Word's mail merge feature can use a database as its data source.

If each list is for one-time use, a DL would be an expensive solution in terms of time spent.

--
Sue Mosher, Outlook MVP
Author of Configuring Microsoft Outlook 2003

and Microsoft Outlook Programming - Jumpstart for
Administrators, Power Users, and Developers


Thanks, Russ, I'll look at these. For this purpose, creating Contacts would
not be correct, I don't think. These are temporary DL lists to send
one-time-only reminders to customers whose insurance premiums are due the
following month. I'm extracting the name and email info from a database and
putting it in a DL, unless you know a way to import name and email into a
Contacts folder that's unique?

:

You can't mail merge to a DL. You'd have to create Contacts, which you
should have done all along. DL's are not a reliable way to store Contact
information.
For an overview of mail merges take a look here:
http://www.slipstick.com/contacts/printlabel.htm
http://www.outlook-tips.net/howto/mailmerge.htm
http://office.microsoft.com/en-us/assistance/HA011186361033.aspx


--
Russ Valentine
[MVP-Outlook]
I've done a mail merge where the form is an MS-Word doc, the data is in MS
Excel and the output doc is an MS-Word letter that we print on paper.
I've
never done a mail merge where the form is an email, the data is a DL and
the
output doc is an email. Where can I find instructions to do that?


:

Two options:
1. Use a mail merge if you want each recipient to see only their own
name.
2. Create a dummy Contact that has the name of your DL and put it in the
To:
field while you put the actual DL in the BCC field.
--
Russ Valentine
[MVP-Outlook]
What is the BEST way to send the same email message to a large group of
customers, but control what the recipient sees in the "To:" field of
the
email they receive?

Sample distribution list "MY CUSTOMERS"
Miles Smith ([email protected])
Michael Dell ([email protected])
Steve Ballmer ([email protected])

I know by default that when I choose a distribution list such as
"MY CUSTOMERS" in the "To:" field when I create the message, it looks
like
To: + MY CUSTOMERS on my screen, but when the email is received by each
person,
their received email shows every individual name and email:
To: Miles Smith ([email protected]; Michael Dell ([email protected]); Steve
Ballmer
([email protected])

I would rather have the recipient's email display just the distribution
list
name
To: MY CUSTOMERS

or ideally display with only their own name
To: Michael Dell
even though it was sent to tons of people.

When creating the message, if I put nothing in the "To:" field and I
put
MY
CUSTOMERS in the BCC field, it does hide all the names, but the message
looks
too blank and impersonal:
From: Becky
To:
Cc:
Subject: whatever

If I put my own name in the To: field and the distribution list in the
BCC
then the received email really looks weird:
From: Becky
To: Becky
CC:
Subject: whatever

 

[Sue Mosher [MVP-Outlook]]

Exactly! That's the beauty of using this technique.

--
Sue Mosher, Outlook MVP
Author of Configuring Microsoft Outlook 2003

and Microsoft Outlook Programming - Jumpstart for
Administrators, Power Users, and Developers

Great, I'm guessing that the "Merge to Email" button was the missing pice of
the puzzle that had me confused. Let me go look at it and I'll let you know
how it goes.

Since it's a mail merge, I'm guessing that each message will appear to the
recipient as if that message was sent only to them, as far as the text that
appears in the TO: fiield, is that correct?

Yes, the Write Your Letter step is where you write the body of the email message that you want to send.

It's probably easiest to display the Mail Merge toolbar, which has the Merge to E-mail button on it. When you click it, you'll see a dialog that asks you which of the fields from the data source contains the email addresses.

Okay, I think I know how to get started, but not how to complete it. How do
I send it as an email? Here are the steps that I think I do know so far, are
they right up to that point?

Open a blank Word document

Choose Tools> Letters and Mailings> Mail Merge

On the right, choose the radio button “E-mail messagesâ€

On the right, Choose “Next: Starting Documentâ€

On the right, Choose “Next: Select Recipientsâ€

On the right, Choose “Browseâ€

Use drop-down box to find the location of the .TXT file, and choose it

Answer “OK†to all the Data Source windows until you are back to your blank
document

Choose “Next: Write Your Letter†and type in the text of your email address

Choose “Next: Complete the Mergeâ€

At this point, it doesn't look right to me. Then how do I send that as an
email? It seems to want to go to a printer to be printed.

During the "Write your letter"part, is there a place where I'm supposed to
embed the email address?


:

The location of the database doesn't matter. All that should be required is that a connection can be made to it using ODBC, etc.

If I had a .txt list of email addresses, I'd run a mail merge in Word and use that list as the data source.

--
Sue Mosher, Outlook MVP
Author of Configuring Microsoft Outlook 2003

and Microsoft Outlook Programming - Jumpstart for
Administrators, Power Users, and Developers


Thanks, Sue, but the database is DATATRIEVE on our HP OpenVMS Alpha system,
it's not Windows.

I don't understand the implication when you say "If each list is for
one-time use, a DL would be an expensive solution in terms of time spent.".
Therefore, what SHOULD I do? If you yourself needed to send a one-time-only
email to about 20 or 30 people who were not already in your Contacts, and
someone had given you the list of names and emails as a fixed-column ..TXT,
what steps would you take to send that email?


:

If the data is already in a database, then putting it into Outlook is an extra step you may not need. Word's mail merge feature can use a database as its data source.

If each list is for one-time use, a DL would be an expensive solution in terms of time spent.

--
Sue Mosher, Outlook MVP
Author of Configuring Microsoft Outlook 2003

and Microsoft Outlook Programming - Jumpstart for
Administrators, Power Users, and Developers


Thanks, Russ, I'll look at these. For this purpose, creating Contacts would
not be correct, I don't think. These are temporary DL lists to send
one-time-only reminders to customers whose insurance premiums are due the
following month. I'm extracting the name and email info from a database and
putting it in a DL, unless you know a way to import name and email into a
Contacts folder that's unique?

:

You can't mail merge to a DL. You'd have to create Contacts, which you
should have done all along. DL's are not a reliable way to store Contact
information.
For an overview of mail merges take a look here:
http://www.slipstick.com/contacts/printlabel.htm
http://www.outlook-tips.net/howto/mailmerge.htm
http://office.microsoft.com/en-us/assistance/HA011186361033.aspx


--
Russ Valentine
[MVP-Outlook]
I've done a mail merge where the form is an MS-Word doc, the data is in MS
Excel and the output doc is an MS-Word letter that we print on paper.
I've
never done a mail merge where the form is an email, the data is a DL and
the
output doc is an email. Where can I find instructions to do that?


:

Two options:
1. Use a mail merge if you want each recipient to see only their own
name.
2. Create a dummy Contact that has the name of your DL and put it in the
To:
field while you put the actual DL in the BCC field.
--
Russ Valentine
[MVP-Outlook]
What is the BEST way to send the same email message to a large group of
customers, but control what the recipient sees in the "To:" field of
the
email they receive?

Sample distribution list "MY CUSTOMERS"
Miles Smith ([email protected])
Michael Dell ([email protected])
Steve Ballmer ([email protected])

I know by default that when I choose a distribution list such as
"MY CUSTOMERS" in the "To:" field when I create the message, it looks
like
To: + MY CUSTOMERS on my screen, but when the email is received by each
person,
their received email shows every individual name and email:
To: Miles Smith ([email protected]; Michael Dell ([email protected]); Steve
Ballmer
([email protected])

I would rather have the recipient's email display just the distribution
list
name
To: MY CUSTOMERS

or ideally display with only their own name
To: Michael Dell
even though it was sent to tons of people.

When creating the message, if I put nothing in the "To:" field and I
put
MY
CUSTOMERS in the BCC field, it does hide all the names, but the message
looks
too blank and impersonal:
From: Becky
To:
Cc:
Subject: whatever

If I put my own name in the To: field and the distribution list in the
BCC
then the received email really looks weird:
From: Becky
To: Becky
CC:
Subject: whatever

 

[Brian Tillman]

Since it's a mail merge, I'm guessing that each message will appear
to the recipient as if that message was sent only to them, as far as
the text that appears in the TO: fiield, is that correct?

In fact, not only will it _appear_ that way, it will actually be that way.
If you have, say, 75 recipients, then 75 distinct messages will be sent and
if you have Outlook configured to save sent items, you'll get 75 messages
added to Sent Items, or at least that's what happened to me.

 

[Rebecca]

I'm getting an error message something like: “A program is trying to access
email addresses you have stored in Outlook. If this is unexpected it may be a
virus and you should choose No.†I chose “Yes†but then it says “word
couldn’t send mail because of MAPI failure.

Here are the steps I did up to that point:

Open the Word document that already contains the text of my email message.

Choose Tools> Letters and Mailings> Mail Merge

On the right, choose the radio button “E-mail messagesâ€

On the right, Choose “Next: Starting Documentâ€

On the right, Choose “Next: Select Recipientsâ€

On the right, "Choose “Browseâ€

Use drop-down box to choose the location of the .TXT file, and choose it

Answer “OK†to all the Data Source windows until you back to document

Choose button "Merge to Email"

Exactly! That's the beauty of using this technique.

--
Sue Mosher, Outlook MVP
Author of Configuring Microsoft Outlook 2003

and Microsoft Outlook Programming - Jumpstart for
Administrators, Power Users, and Developers

Great, I'm guessing that the "Merge to Email" button was the missing pice of
the puzzle that had me confused. Let me go look at it and I'll let you know
how it goes.

Since it's a mail merge, I'm guessing that each message will appear to the
recipient as if that message was sent only to them, as far as the text that
appears in the TO: fiield, is that correct?

Yes, the Write Your Letter step is where you write the body of the email message that you want to send.

It's probably easiest to display the Mail Merge toolbar, which has the Merge to E-mail button on it. When you click it, you'll see a dialog that asks you which of the fields from the data source contains the email addresses.

Okay, I think I know how to get started, but not how to complete it. How do
I send it as an email? Here are the steps that I think I do know so far, are
they right up to that point?

Open a blank Word document

Choose Tools> Letters and Mailings> Mail Merge

On the right, choose the radio button “E-mail messagesâ€

On the right, Choose “Next: Starting Documentâ€

On the right, Choose “Next: Select Recipientsâ€

On the right, Choose “Browseâ€

Use drop-down box to find the location of the .TXT file, and choose it

Answer “OK†to all the Data Source windows until you are back to your blank
document

Choose “Next: Write Your Letter†and type in the text of your email address

Choose “Next: Complete the Mergeâ€

At this point, it doesn't look right to me. Then how do I send that as an
email? It seems to want to go to a printer to be printed.

During the "Write your letter"part, is there a place where I'm supposed to
embed the email address?


:

The location of the database doesn't matter. All that should be required is that a connection can be made to it using ODBC, etc.

If I had a .txt list of email addresses, I'd run a mail merge in Word and use that list as the data source.

--
Sue Mosher, Outlook MVP
Author of Configuring Microsoft Outlook 2003

and Microsoft Outlook Programming - Jumpstart for
Administrators, Power Users, and Developers


Thanks, Sue, but the database is DATATRIEVE on our HP OpenVMS Alpha system,
it's not Windows.

I don't understand the implication when you say "If each list is for
one-time use, a DL would be an expensive solution in terms of time spent.".
Therefore, what SHOULD I do? If you yourself needed to send a one-time-only
email to about 20 or 30 people who were not already in your Contacts, and
someone had given you the list of names and emails as a fixed-column ..TXT,
what steps would you take to send that email?


:

If the data is already in a database, then putting it into Outlook is an extra step you may not need. Word's mail merge feature can use a database as its data source.

If each list is for one-time use, a DL would be an expensive solution in terms of time spent.

--
Sue Mosher, Outlook MVP
Author of Configuring Microsoft Outlook 2003

and Microsoft Outlook Programming - Jumpstart for
Administrators, Power Users, and Developers


Thanks, Russ, I'll look at these. For this purpose, creating Contacts would
not be correct, I don't think. These are temporary DL lists to send
one-time-only reminders to customers whose insurance premiums are due the
following month. I'm extracting the name and email info from a database and
putting it in a DL, unless you know a way to import name and email into a
Contacts folder that's unique?

:

You can't mail merge to a DL. You'd have to create Contacts, which you
should have done all along. DL's are not a reliable way to store Contact
information.
For an overview of mail merges take a look here:
http://www.slipstick.com/contacts/printlabel.htm
http://www.outlook-tips.net/howto/mailmerge.htm
http://office.microsoft.com/en-us/assistance/HA011186361033.aspx


--
Russ Valentine
[MVP-Outlook]
I've done a mail merge where the form is an MS-Word doc, the data is in MS
Excel and the output doc is an MS-Word letter that we print on paper.
I've
never done a mail merge where the form is an email, the data is a DL and
the
output doc is an email. Where can I find instructions to do that?


:

Two options:
1. Use a mail merge if you want each recipient to see only their own
name.
2. Create a dummy Contact that has the name of your DL and put it in the
To:
field while you put the actual DL in the BCC field.
--
Russ Valentine
[MVP-Outlook]
What is the BEST way to send the same email message to a large group of
customers, but control what the recipient sees in the "To:" field of
the
email they receive?

Sample distribution list "MY CUSTOMERS"
Miles Smith ([email protected])
Michael Dell ([email protected])
Steve Ballmer ([email protected])

I know by default that when I choose a distribution list such as
"MY CUSTOMERS" in the "To:" field when I create the message, it looks
like
To: + MY CUSTOMERS on my screen, but when the email is received by each
person,
their received email shows every individual name and email:
To: Miles Smith ([email protected]; Michael Dell ([email protected]); Steve
Ballmer
([email protected])

I would rather have the recipient's email display just the distribution
list
name
To: MY CUSTOMERS

or ideally display with only their own name
To: Michael Dell
even though it was sent to tons of people.

When creating the message, if I put nothing in the "To:" field and I
put
MY
CUSTOMERS in the BCC field, it does hide all the names, but the message
looks
too blank and impersonal:
From: Becky
To:
Cc:
Subject: whatever

If I put my own name in the To: field and the distribution list in the
BCC
then the received email really looks weird:
From: Becky
To: Becky
CC:
Subject: whatever

 

[Sue Mosher [MVP-Outlook]]

Make sure you choose HTML as the message format.

DId you tell us what version of Office you're using?

--
Sue Mosher, Outlook MVP
Author of Configuring Microsoft Outlook 2003

and Microsoft Outlook Programming - Jumpstart for
Administrators, Power Users, and Developers