mail merge to email

[nats lee carter]

I want to mailmerge to email ????????????? from excel datasource to word
into letters then to email? ( I did post before but could not find the
post??) currently I mail merge then print the letters out and send by post
BUT now I need to email instead and dont know what to do???? there are 40
letters in one merged doc so how do I get them into email???

 

[Graham Mayor]

See http://www.gmayor.com/individual_merge_letters.htm
and the article prepared by fellow MVP Doug Robbins at
http://word.mvps.org/FAQs/MailMerge/MergeWithAttachments.htm

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Graham Mayor - Word MVP


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[nats lee carter]

problem is, I mailmerge 40 letters to one document and then I edit each one
as each client has different shares in their portfolios. so how can I do
this, edit the 40 letters within the document and then email seperately?
there are no seperate attachments just long letters with shares in which vary
from client to client. is there another way to do this????

 

[nats lee carter]

no seperate attachments. one mail merged doc with 40 clients, with varying
portfolios - edited then printed, the change here comes where I have to email
them out instead of printing via a printer?? I have read your advice but
that states for attachments etc. which I dont have ?? just the one mail
merged doc and the source doc in excel. HELP.

 

[Beth Melton]

You need to create the merge again and specify "E-Mail Messages" as your
main document type. Then when you perform the merge an email for each record
will be created and sent.

Note that you also need each email address in your Excel datasource.

Please post all follow-up questions to the newsgroup. Requests for
assistance by email cannot be acknowledged.

~~~~~~~~~~~~~~~
Beth Melton
Microsoft Office MVP

Coauthor of Word 2007 Inside Out:
http://www.microsoft.com/MSPress/books/9801.aspx#AboutTheBook

Word FAQ: http://mvps.org/word
TechTrax eZine: http://mousetrax.com/techtrax/
MVP FAQ site: http://mvps.org/

 

[Graham Mayor]

As Beth has indicated, you need to merge to e-mail - see
http://tips.pjmsn.me.uk/t0002.htm
However, note that the formatting requirements of e-mail html and Word
document are dissimilar and the layout of your letter will not be accurately
translated in the e-mail message. For this reason I suggested the method of
using attachments which would be the two stage process described.

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Graham Mayor - Word MVP


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[nats lee carter]

where do I insert the email address on the merge doc? wont that look messy?

 

[Graham Mayor]

You don't insert it in the document, but it must be available from the data
source for each record. You select the field that contains the address in
the additional dialog when you merge to e-mail.

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Graham Mayor - Word MVP


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[nats lee carter]

surely I have to insert a field in the document linking to the email address?
as I do with the address and the other information that is linked to the
datasource? I am confused sorry...................

 

[nats lee carter]

I am struggling here, if I do not insert a field in the document linking to
the email address then how does it know which email address etc.???
confused, sorry........

 

[Graham Mayor]

You don't insert the field in the *document* but in the merge to e-mail
*dialog*.

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Graham Mayor - Word MVP


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[nats lee carter]

how does it know where to find the email addresses then to 40 letters
contained in one merge???

 

[nats lee carter]

how does it know to find the email addresses then for the 40 letters
contained in one merge???

 

[Graham Mayor]

It looks into the designated field for each record and sends the e-mail
message to those addresses.

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Graham Mayor - Word MVP


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[Beth Melton]

You need to include the email address for each individual as another field
in your datasource, just like their First Name field. You do not need to
include the email address in the document since it's your datasource that is
connecting each record to its associated email address. Then when you use
the Merge to Email command (instead of the Merge to Printer or Merge to new
Document) you will be prompted for the email address field and Subject. When
the merge is performed an individual email, with their personal content,
will be sent to each recipient.

If this still doesn't make sense perhaps this will help:
http://office.microsoft.com/en-us/word/HP051872571033.aspx

Please post all follow-up questions to the newsgroup. Requests for
assistance by email cannot be acknowledged.

~~~~~~~~~~~~~~~
Beth Melton
Microsoft Office MVP

Coauthor of Word 2007 Inside Out:
http://www.microsoft.com/MSPress/books/9801.aspx#AboutTheBook

Word FAQ: http://mvps.org/word
TechTrax eZine: http://mousetrax.com/techtrax/
MVP FAQ site: http://mvps.org/

 

[nats lee carter]

Unfortunately Beth, before you sent your last reply I tested your advice - I
thought that the emails would goto Outbox? wrong! they went straight to the
cients and it was a TEST email thankfully but still my boss will be mad! I
probably lose my job, I think you need to fully let people know the possible
risks involved when you give advice. sad but true.

 

[Beth Melton]

I'm very sorry that happened. :-(

Please note that I did not omit the fact emails would be sent when you
perform the merge. In my first reply to you I noted: 'Then when you perform
the merge an email for each record will be created and sent." And in my
second reply I noted: ""When the merge is performed an individual email,
with their personal content will be sent to each recipient." Additionally,
you were correct, they do go to your Outbox as do all email messages that
are to be sent and unless you set a manual Send/Receive they are sent
immediately. The full context for each of my replies is included at the
bottom.

For future reference, do you have any advice on how I could have been more
clear as to what would happen when you preformed the merge?

Please post all follow-up questions to the newsgroup. Requests for
assistance by email cannot be acknowledged.

~~~~~~~~~~~~~~~
Beth Melton
Microsoft Office MVP

Coauthor of Word 2007 Inside Out:
http://www.microsoft.com/MSPress/books/9801.aspx#AboutTheBook

Word FAQ: http://mvps.org/word
TechTrax eZine: http://mousetrax.com/techtrax/
MVP FAQ site: http://mvps.org/