Mail Merge

saru5133
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Mail Merge

Post by saru5133 »

Hello,

I want to use the mail merge in word setting up a base template / file in excel, which should be sent to the desginated receipients.
Could you help please?
Regards
Saras

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HansV
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Re: Mail Merge

Post by HansV »

The Excel worksheet should be set up like a database table, with field names in the first row, and one row for each recipient below that. One of the columns should contain the e-mail addresses. For example:
x528.png
Save the workbook and close it.

In Word, activate the Mailings tab of the ribbon.
Click Start Mail Merge > E-Mail Messages.
Click Select Recipients > Use Existing List.
Locate and select the workbook, then click Open.
You may be prompted to select a method for opening the data source. If so, just click OK.
Next, select the worksheet containing the merge list, and click OK.
You can now type your message, and when you want to insert one of the fields from the Excel sheet, click Insert Merge Field.
x529.png
When your message is ready, click Preview Results to see the merge fields replaced by values from the worksheet.
If it looks OK, click Finish and Merge > Send E-Mail Messages...
You can specify the field that contains the e-mail addresses in the To: box. If you have a column named E-mail or similar, Word will automatically enter it in the box. You can also specify a subject line, and the e-mail format.
x530.png
Finally, click OK to send the e-mails.
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Best wishes,
Hans

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teachesms
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Re: Mail Merge

Post by teachesms »

Just a side note:

I know you want to use Excel, and Hans answer is spot on. Did you know if you already have these folks in your contacts list in Outlook, you can start in Outlook and send that information to Word as your data source (then there is no need for an Excel file as a source).

Step by Step with Graphics:

http://www.groovypost.com/howto/microso ... look-2010/
If you can't convince them, confuse them - Harry S. Truman

Nannette

saru5133
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Re: Mail Merge

Post by saru5133 »

Hans - great.... as usual you are my solution box... :) ....the option worked perfectly for me. I will have make another attempt with Huge data and let u know the feedback, ofcourse data size does not matter as long as steps are followed.

Teachesms - sorry, i could not find merge option in my outlook. Also, had some challenges to work with word mail merge.
Regards
Saras

saru5133
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Re: Mail Merge

Post by saru5133 »

Can i see them in a table format when i insert the fields instead of selecting each field.
My base data is set in an organised way with header and field info.
Regards
Saras

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HansV
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Re: Mail Merge

Post by HansV »

I think you'll have to insert the fields one by one.
Best wishes,
Hans

saru5133
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Re: Mail Merge

Post by saru5133 »

Correct, please find attached file.
Is it possible to have a header and the related fields in a specific template format
Also, can the email be sent only once instead of 3 or times for each user.
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Regards
Saras

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HansV
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Re: Mail Merge

Post by HansV »

I'm sorry, I don't understand what you mean by "Is it possible to have a header and the related fields in a specific template format". Could you try to explain?

By your second question, do you mean that if there are (for example) 3 rows with the same e-mail address, only one mail will be sent with the information from those 3 rows? That is possible, but it is quite complicated. Word MVP Paul Edstein (macropod has created a very good tutorial with sample files. You can download Catalogue Mailmerge.zip from Graham Mayor's site (scroll down the page to the section "Third party downloads").
Best wishes,
Hans

saru5133
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Re: Mail Merge

Post by saru5133 »

Sorry, i wasn't clear.

My first question is, if i want the data along with header to be present in the email how to do so.

Name First Name Last Name Address Contact Email
A B C ABC 123 a@gmail.com

Can i get this kind of format (data along with header)
Regards
Saras

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HansV
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Re: Mail Merge

Post by HansV »

You can create a table in the merge document. In the cells, you can enter literal text and/or merge fields in any combination that you want.
Best wishes,
Hans

saru5133
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Re: Mail Merge

Post by saru5133 »

Ok, i was able to do it.
i just had to put the header format and insert the required merge fields in this respective cells.

But i am still unclear on the document Catalogue Mailmerge.zip
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Saras

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HansV
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Re: Mail Merge

Post by HansV »

saru5133 wrote:But i am still unclear on the document Catalogue Mailmerge.zip
What is your problem exactly?
Best wishes,
Hans

Priyantha
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Re: Mail Merge

Post by Priyantha »

Dear All,

Kindly explain me if there is a way to send Emails usin mail merge method to 450 email addresses per day with one individual attachment free of charge using a personal Gmail email account. (by uploading the attachments to google drive and using google sheet)


Thanks,

Regarding

Priyan

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HansV
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Re: Mail Merge

Post by HansV »

I don't know if it is possible to automate Google Sheets. You might ask on a Google forum.
Best wishes,
Hans

Priyantha
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Re: Mail Merge

Post by Priyantha »

Dear hans

Thanks


Priyan

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StuartR
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Re: Mail Merge

Post by StuartR »

Be very careful with this, gmail has a limit of 500 emails per day before it treats you as a spammer!

https://support.google.com/mail/answer/ ... nding-mail
StuartR


Priyantha
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Re: Mail Merge

Post by Priyantha »

Thanks


Priyantha

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macropod
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Re: Mail Merge

Post by macropod »

Rather than using the field coding from my Catalogue Mailmerge tutorial, you might find it easier to use a DATABASE field. See the discussion at: https://www.msofficeforums.com/mail-mer ... orial.html
Paul Edstein
[Fmr MS MVP - Word]