Transcript E-mail Merge - V V E Computer Consulting

E-mail Merge
By
Earl Nittskoff
V V E Computer Consulting
Prerequisites
for
this task



Microsoft Word 2003
Default e-mail program
A well planned message
Create Data Source

The data source can be any Open Data Base
Compliant document
– Excel spreadsheets, Access databases or Word
tables fit this criteria (This presentation will use
an Excel spreadsheet)

Storing the data source in the “My Data
Sources” folder inside the “My Documents”
will make it easier to find
Example of using Excel for data
(Use the top row for labels)
Step 1

Open Microsoft Word
– Select Tools, then Letters and Mailings
Step 2

Select E-mail messages
– Select Next: Starting document
– Select Use the current document
– Select Next: Select recipients
Step 3

Click Browse to find your database of
names.
Step 4

If you are using an Excel spreadsheet,
select the table from the open dialog
box and click OK.
– Now select the recipients from the list.
The default selects all of the recipients

Select Next: Write your e-mail
message
Step 4


Begin typing your message.
The icon left of Insert Word Field add
fields (Highlighted on picture)
Step 5

Select the database field from the
drop down box described on the
previous page to personalize the
message and continue typing the
message.
– Repeat the above step until the message
is complete.
Step 5

Click Next: Preview your message.
– This will show how the message will look
to each recipient.
– If you see any punctuation or spelling
errors, you can click Previous: Select
recipients to make changes.
– Repeat these steps as needed.
Step 6

Click Next: Complete the merge
– Select Electronic mail…

A new window will open.
– Put the field with the e-mail address in the To
section
– Put a subject in the appropriate section
– You can change the mail format if you want.
– Change the recipients, if necessary
Final Step

Make sure everything is correct before
you click OK because this will produce
the following effects
– Your default e-mail program will open
– All the appropriate fields will be filled in
– All of the messages will be sent
Thank you



Thank you for viewing my
demonstration.
If you are not comfortable doing this
yourself, I am available to train you or
create these documents for you.
For more information, contact Earl
Nittskoff at [email protected]