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Traci - 30 Jul 2007 21:52 GMT

I am trying to send our clients reminder cards for their next appointment.
they are set up to have recurring appointments once a year. Is there any way
I can do this without importing/exporting and then doing a mail merge? Thanks

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Judy Gleeson (MVP Outlook) - 31 Jul 2007 02:36 GMT

Hi Tarci

You could just do the mailmerge to the relevant people each month from
Outlook Contacts. I would use a field "date of last visit" sort by it.
Select the people that fall in the date range you want to merge to and merge
them either a letter or an email.

If you want exact instructions on how to do any of those steps:

1 tell us your version
2 tell us which steps you don't know how to do

Judy Gleeson
MVP Outlook
Outlook trainer and author of Productiv_IT with Outlook

read my articles here: www.judygleeson.com
Canberra, Australia

how to post questions: http://support.microsoft.com/?id=555375

>I am trying to send our clients reminder cards for their next appointment.
> they are set up to have recurring appointments once a year. Is there any
> way
> I can do this without importing/exporting and then doing a mail merge?
> Thanks

Reply to this Message

Traci - 31 Jul 2007 14:28 GMT

I am working with Office 2007, I have never done anything like this before, I
work in an accounting office and my boss just told me to do this. Any help
would be greatly appreciated. Thanks

> Hi Tarci
>
[quoted text clipped - 22 lines]
> > I can do this without importing/exporting and then doing a mail merge?
> > Thanks

Reply to this Message

Judy Gleeson (MVP Outlook) - 01 Aug 2007 00:46 GMT

You probably need to discuss with the boss what data they need to be able to
sort and group by - so that the extra field you make is going to be as
useful as possible. What EXACTLY are they trying to achieve? If you can
find that out, I can REALLY help.

Here are a bunch of steps that start the process to do what you broadly
described (this is not a short process!)

1. Open the Contact Folder
2. Change to the Phone List view
3. Turn on your advanced Toolbar (View | Toolbars)
4. Find the Field Chooser on the toolbar abd click it.
5. Use the New button on the Field Chooser to make a New Field that is a
Date/Time field and set how you want it to display. This will be the field
you use for a "reminder letter" field. Call it whetever you want it to say
eg reminder letter.
6. Drag the new field from the Field Chooser window to the table - drop
it beside an existing column header/field name eg Company. You'll now have
an empty data field ready to use.
7. type a date in the field for each Contact.
8. sort by that field (click the column header)
9 select a range of people to email to now that it's sorted by date
(shift click)
10 emailmerge or mailmerge to those people. (next installment - see how
you go with the first bit OK)

Judy Gleeson
MVP Outlook
Outlook trainer and author of Productiv_IT with Outlook

read my articles here: www.judygleeson.com
Canberra, Australia

how to post questions: http://support.microsoft.com/?id=555375

>I am working with Office 2007, I have never done anything like this before,
>I
[quoted text clipped - 31 lines]
>> > I can do this without importing/exporting and then doing a mail merge?
>> > Thanks

Reply to this Message

Traci - 01 Aug 2007 14:56 GMT

Thank you so much for your help, I really appreciate it. What we are trying
to accomplish is this: We have set up recurring appointments in our calendar
for our tax clients who have one appointment a year. We set them up to
recurre like ~ ex.: first Tues. of Feb at 9:00 am. We need to find a way
to send them reminder postcards each year for that appointment. This could
save alot of time and anguish of having to hand write them. If a client
should change his appointment and tell us that it would be better for him to
come in on a Thursday evening instead of Tuesday morning, we need to change
it so that the following year we schedule it that way and send him a reminder
with the new appointment time. Thank you again. I am going to check out
your website more indepth today!

> You probably need to discuss with the boss what data they need to be able to
> sort and group by - so that the extra field you make is going to be as
[quoted text clipped - 66 lines]
> >> > I can do this without importing/exporting and then doing a mail merge?
> >> > Thanks

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