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E-mail Merge

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

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E-mail Merge

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  1. E-mail Merge By Earl Nittskoff V V E Computer Consulting

  2. Prerequisitesforthis task • Microsoft Word 2003 • Default e-mail program • A well planned message

  3. 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

  4. Example of using Excel for data (Use the top row for labels)

  5. Step 1 • Open Microsoft Word • Select Tools, then Letters and Mailings

  6. Step 2 • Select E-mail messages • Select Next: Starting document • Select Use the current document • Select Next: Select recipients

  7. Step 3 • Click Browse to find your database of names.

  8. 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

  9. Step 4 • Begin typing your message. • The icon left of Insert Word Field add fields (Highlighted on picture)

  10. 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.

  11. 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.

  12. 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

  13. 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

  14. 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 enittskoff@vve-ltd.com

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