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MS Office Forum / Word / Mailmerge and Fax / September 2004adding an attachment
Hi, I'm trying to add an attachment to a mass email. I'm slowly understanding and I'm following the steps on http://word.mvps.org/FAQs/MailMerge/MergeWithAttachments.htm but I'm not understanding this part. You will need to create a separate Catalogue (or in Word 2002 and later, Directory) type mail merge main document which creates a word document containing a table in each row of which would be data from the data source that contains the email address in the first column and the Drive:\Path\Filename of each attachment in the second and any subsequent columns, one attachment per cell. That is: <<EmailAddress>> <<Attachment1>> <<Attachment2>> I understand how to type the main mail merge document, but I'm not understanding where or how to create the table with the email address and the attachment. Could someone please help me? Thanks, Mindy > I understand how to type the main mail merge document, but I'm not > understanding where or how to create the table with the email address and the > attachment. Could someone please help me? First, just a reminder that this is a completely separate mail merge main document. Create it as a Catalog(ue)/Directory merge depending on the version of Word. Set the data source to be something which contains one record for each e-mail address and contains the names of the files to be attached. If you do not have such a data source already, it may be just as easy to create this table of e-mail addreses and pathnames manually in Word. Suppose you just have 1 attachment for each recipient. Then create a 1-row, 2-column table in Word using the Table menu. In the first cell, insert the MERGEFIELD field for the e-mail address. You can either do this by selecting from the dropdown list or dialog box on the merge toolbar (depends on the Word version), using the Wizard in WOrd 2002/3, or, manually - e.g., if the relevant field name is "email", use ctrl-F9 to insert the special field code braces {}, then type MERGEFIELD between them to give you { MERGEFIELD email } In the second cell, insert the MERGEFIELD filed for the attachment pathname. Do not put anything else in the mail merge main document. Then perform the merge. The result should be a new document containing a WOrd table where each row has an e-mail address and an attachment pathname. If you have 2 attachments per recipient, you'll need a 1-row, 3-column table instead. If this still doesn't help, try to let us know which bit you don't understand.  SignaturePeter Jamieson > Hi, I'm trying to add an attachment to a mass email. I'm slowly > understanding and I'm following the steps on [quoted text clipped - 16 lines] > Thanks, > Mindy At what step would I make the table? > > I understand how to type the main mail merge document, but I'm not > > understanding where or how to create the table with the email address and [quoted text clipped - 57 lines] > > Thanks, > > Mindy I about got it but I cannot figure out how to "hook" the table up to letter. Is there anyway we could email back and forth to hopefully get this solved asap? > > I understand how to type the main mail merge document, but I'm not > > understanding where or how to create the table with the email address and [quoted text clipped - 57 lines] > > Thanks, > > Mindy Hello, I just have this figured out. I made a table with three columns <<email address>> <<filename>><<filename>> but when I click "to new document" I get this error "the mail merge could not be completed because the document does not contain any mail merge fields." Could someone please help me? Thanks, Mindy > > I understand how to type the main mail merge document, but I'm not > > understanding where or how to create the table with the email address and [quoted text clipped - 57 lines] > > Thanks, > > Mindy Please read my response to your post of 9//19/2004. I have explained the process to you in quite some detail. SignaturePlease respond to the Newsgroup for the benefit of others who may be interested. Questions sent directly to me will only be answered on a paid consulting basis. Hope this helps, Doug Robbins - Word MVP > Hello, I just have this figured out. I made a table with three columns > <<email address>> <<filename>><<filename>> but when I click "to new [quoted text clipped - 80 lines] >> > Thanks, >> > Mindy Can I draw your attention to this bit of my text: ------------------------ In the first cell, insert the MERGEFIELD field for the e-mail address. You can either do this by selecting from the dropdown list or dialog box on the merge toolbar (depends on the Word version), using the Wizard in WOrd 2002/3, or, manually - e.g., if the relevant field name is "email", use ctrl-F9 to insert the special field code braces {}, then type MERGEFIELD between them to give you { MERGEFIELD email } ------------------------ If you have done things that way, you should be OK. If you have tried to type in the field names by typing <<email address>> and so on, you are not actually creating fields in your document. SignaturePeter Jamieson > Hello, I just have this figured out. I made a table with three columns > <<email address>> <<filename>><<filename>> but when I click "to new document" [quoted text clipped - 63 lines] > > > Thanks, > > > Mindy I'm so sorry to keep asking questions but I created a table and put MERGEFIELD {MERGEFIELD Email} but I keep getting this error > I get this error "the mail merge could not be completed because the document does not contain any mail merge fields." > Can I draw your attention to this bit of my text: > [quoted text clipped - 99 lines] > > > > Thanks, > > > > Mindy The mailmerge datasource that you are using to prepare the mailmerge letters to which you want to attach the files, needs to have a field for the email address of each person and fields for each of the attachments that you want to issue and in those fields for attachments you must have the EXACT path and filename of each attachment. You should use the same data source for producing both the letter that is going to be emailed and the catalog (or directory) type mailmerge document that will be used by the macro as then you are guaranteed that the right attachment will go with each letter when they are emailed out. SignaturePlease respond to the Newsgroup for the benefit of others who may be interested. Questions sent directly to me will only be answered on a paid consulting basis. Hope this helps, Doug Robbins - Word MVP > Hi, I'm trying to add an attachment to a mass email. I'm slowly > understanding and I'm following the steps on [quoted text clipped - 17 lines] > Thanks, > Mindy Hi, I think I'm understanding this but I'm having trouble understanding how to insert the <<EmailAddress>> <<Attachment>>. I can get to "arrange your directory" but how do I insert the <<EmailAddress>> and <<Attachment>>? Also can the email be a Word document and the attachments be PDF files? If someone can help me with this, I would really appreciate it. Thanks, Mindy > The mailmerge datasource that you are using to prepare the mailmerge letters > to which you want to attach the files, needs to have a field for the email [quoted text clipped - 28 lines] > > Thanks, > > Mindy The <<EmailAddress>> is the field in your data source that contains the email addresses. It is mandatory that your datasource must contain such a field. The <<Attachment>> represents the field in your data source that contains the path and the filename of the attachments. If the attachment differs for each recipient, the path and filename for each recipient will also have to be contained in the data source. If the same attachment is to be sent to all recipients, then the path and filename can be entered directly into the catalog or directory mailmerge main documents. You will need a separate column for each attachment if there are multiple attachments to be sent to each person. The body of the email messages that are sent will be the content of the formletters that are created by executing the formletter type mail merge and the document created by that mailmerge must be the active document when the macro is run. Any type of file can be attached to the email message. SignaturePlease respond to the Newsgroup for the benefit of others who may be interested. Questions sent directly to me will only be answered on a paid consulting basis. Hope this helps, Doug Robbins - Word MVP > Hi, I think I'm understanding this but I'm having trouble understanding > how [quoted text clipped - 49 lines] >> > Thanks, >> > Mindy
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