Sending one email with mail merge

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Jill - 08 Feb 2007 17:58 GMT

This seems like a simple problem, but I can't seem to figure out how to fix
it. I can use the mail merge with email, yet it sends out one email to each
person on your distribution list. I want to show just one sent email in my
"sent" folder. Do you need to create a group list?

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Peter Jamieson - 08 Feb 2007 18:19 GMT

Unless something has changed, I don't think you can do a mailmerge to an
Outlook distribution list. So, do you perhaps mean that you have a list of
contacts in Outlook, then select them and use Outlook Tools|Mail Merge to
initiate a merge?

In which case, yes, you will get one e-mail per recipient.

If you are doing something else, let us know what it is (step-by-step,
please!)

If you only want one email in your Outbox, it implies that the e-mail
content is identical for all recipients. In which case MailMerge to e-mail
isn't the way to go, because there is (as far as I know) no way to get
Mailmerge to send a single email to a set of recipients. If you need to use
MailMerge to get info. from a data source, then e-mail /one/ message to
multiple recipients, I'd suggest that you either
a. do everything manually - do the merge with a one-record data source, to
an output document, then save the document as a Word document, HTML or plain
text, then insert or attach it to an e-mail and send it, or
b. if you need to automate, follow Doug Robbins' macro at

http://word.mvps.org/FAQs/MailMerge/MergeWithAttachments.htm

Peter Jamieson

> This seems like a simple problem, but I can't seem to figure out how to
> fix
[quoted text clipped - 3 lines]
> my
> "sent" folder. Do you need to create a group list?

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Jill - 21 Feb 2007 03:11 GMT

Thanks for the reply- sorry for my late response- have many other projects to
work on!

I should be a little more clear. I have an Access database to manage
grants, contacts, events. My friend would like to be able to query the DB by
a specific event and send an email to the people who attended that event. I
have the query done, but the only way I can think of to send the email is to
export the file, then copy and paste into email.

I did see some VBA (of which I've used some, but more for Excel), to send an
alert email to a specific person, but I am wondering if it can be done for
the group of people, (using the query results?)

Thanks again,

Jill

> Unless something has changed, I don't think you can do a mailmerge to an
> Outlook distribution list. So, do you perhaps mean that you have a list of
[quoted text clipped - 27 lines]
> > my
> > "sent" folder. Do you need to create a group list?

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Doug Robbins - Word MVP - 21 Feb 2007 06:57 GMT

Assuming that the output of the query includes the email addresses, use it
as the data source for a formletter type mail merge that you execute to
email. When doing that, you will be asked for the field that contains the
email addresses.

Signature

Hope this helps.

Please reply to the newsgroup unless you wish to avail yourself of my
services on a paid consulting basis.

Doug Robbins - Word MVP

> Thanks for the reply- sorry for my late response- have many other projects
> to
[quoted text clipped - 55 lines]
>> > my
>> > "sent" folder. Do you need to create a group list?

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