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MS Office Forum / Word / Mailmerge and Fax / December 2004Sending Mail Merge to Email to Multiple Recipients in the Same Mes
Is there a way to send a single email message to multiple recipients simultaneously so that all of these recipients appear in the "To:" field for this message rather than sending the message separately to each individual? This would be useful when send email to a group of owners for a certain product, project or service as opposed to sending individual messages to each or for sending a message to a specific individual and their manager or administrative assistant. I have tried creating a Mail Merge field consisting of several email addresses (comma-delimited and semicolon-delimited lists of SMTP addresses or Outlook Address Book Display Names) and selecting this field as the "To:" field in the Merge to E-mail Message Options but it doesn't work. Summary of results: - Using comma-delimited SMTP email addresses results in a Check Names error messsage which indicates that Outlook doesn't recognize the comma-delimited SMTP email addresses and suggests replacing the commas with semicolons. - Using semicolon-delimited SMTP email addresses results in a Check Names error messsage which indicates that Outlook doesn't recognize the semilcolon-delimited SMTP email addresses. - Using semicolon-delimited Display Names from the Outlook Address Book (Personal or Global) results in a Check Names error messsage which indicates that Outlook doesn't recognize the semilcolon-delimited SMTP email addresses. I am using Microsoft Office Word 2003 (11.5604.5703) and Microsoft Office Outlook 2003 (11.5608.5703) from Microsoft Office Professional Edition 2003. Any guidance is appreciated. Thanks, Mark V Create a distribution list in Outlook and send your e-mail to the distribution list.  Signature<>>< ><<> ><<> <>>< ><<> <>>< <>><<> Graham Mayor - Word MVP My web site www.gmayor.com Word MVP web site http://word.mvps.org <>>< ><<> ><<> <>>< ><<> <>>< <>><<> > Is there a way to send a single email message to multiple recipients > simultaneously so that all of these recipients appear in the "To:" [quoted text clipped - 33 lines] > > Thanks, Mark V Graham, Thanks for the quick reply but this would only work for very small merges. In the case of a very large merge where the number of recipients will vary for each message depending on values in another data source, creating distribution lists for each set of recipients would be an incredibly time consuming and manual process. Looking for an automated way to send emails to groups of individuals based on criteria from another data source (sending to an individual and their manager or administrative assistant, sending to a list of individuals related to a particular product, service or project, etc.). Any other suggestions? Thanks, Mark V > Create a distribution list in Outlook and send your e-mail to the > distribution list. [quoted text clipped - 36 lines] > > > > Thanks, Mark V There's bound to be a limit to the number of e-mail addresses that you can put in a single send to box, though you'd need to check with an Outlook group for someone who knows what that limit is. I don't see a way of merging a number of addresses into the single field during the merge or any simple solution to your requirements. The only option would seem to be to merge separately to the individuals concerned. If your contacts are all stored in Outlook, then you could sort them by categories etc and merge from within Outlook. Signature<>>< ><<> ><<> <>>< ><<> <>>< <>><<> Graham Mayor - Word MVP My web site www.gmayor.com Word MVP web site http://word.mvps.org <>>< ><<> ><<> <>>< ><<> <>>< <>><<> > Graham, > [quoted text clipped - 60 lines] >>> >>> Thanks, Mark V Graham, As I understand it, Outlook limits To, Cc and Bcc to 500 entries. Not sure that I'm being clear regarding what I'm trying to do... In the scenario below, I'm not going to get anywhere near the 500 entry limit. In reality, I'm probably looking at 2-10 addresses per message but the potential of hundreds to thousands of messages. Examples: - I might have a database of owners or adminstrators for a WSS site and want to send a single message to them like "Attention WSS Site Administrators - Your Site Being Moved". Rather than sending an individual message to each, I'd like to send a message to the registered owners/administrators so they are all aware that the others have received the notice. - I might have a database of managers whose staff members are using company PC assets and want to send a message requesting that they update asset records. To ensure that this request gets on their radar screen I might want send it to their administrative assistant as well (since I haven't figured out how to specify a Cc value for Merge to E-mail). - I might have a database of employees who are running an old version of S/W and want to send a message requesting that they upgrade to a newer version for security and/or support reasons. To ensure that they give this request priority, I might want to copy their managers (since I haven't figured out how to specify a Cc value for Merge to E-mail). Rather than creating and sending a separate message to their managers, I'd simply like send the message to both - so the employee sees that the manager received it and the manager sees that it was addressed to the employee. Any other suggestions? Thanks, Mark V > There's bound to be a limit to the number of e-mail addresses that you can > put in a single send to box, though you'd need to check with an Outlook [quoted text clipped - 71 lines] > >>> > >>> Thanks, Mark V I believe that this could be done with a modification of the procedure in the article "Mail Merge to E-mail with Attachments" at http://word.mvps.org/FAQs/MailMerge/MergeWithAttachments.htm 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 > Graham, > [quoted text clipped - 116 lines] >> >>> >> >>> Thanks, Mark V Doug- I read your www page and as was able to link and run the Macro. I did not get successful results since I did not have a file static with the email addresses. I removed the nested while loop for multiple attachments. In this example the datasource is a simple Word Document Table... I am using a complex Access Query. I added your macro to the mailmerge doucment I already created, so I do not know how an additional document-Table would fit in to this merge. My process does not allow me to change my datasource from the dynamic Access Query to a static Word Table document. There are one too-many jumps here for me to get this to work, when I am not completely familiar with Visual Basic. 1) How do we modify this to work with the existing merged Access Query? Or does this VB script replace the mailmerge al together? I do not think I can work with that since the form letter references many fields, not just a constant attachment? 2) How do we reference specific Column Names rather than Column positions? 3) If this macro still interfaces with Outlook, since we see the securty dialog, while will this allow multiple email addresses? I still see the same error popping up? Still looking for a solution... if not this any other sugestions? --Jason > I believe that this could be done with a modification of the procedure in > the article "Mail Merge to E-mail with Attachments" at [quoted text clipped - 121 lines] > >> >>> > >> >>> Thanks, Mark V Hi Jason, Use the same Access Query to create the catalog (or directory) type mailmerge that will result in the table. The vbscript does not replace the mailmerge altogether - in fact not at all. You must create the catalog or directory type mailmerge and also the formletter type mailmerge that will become the text of the email messages. The vbscript creates those email messages by taking the text from each Section of the document created by execting the formletter type mailmerge to a new document. You need to go back and read the article again very carefully - it is a bit complex, but it does work when you understand and follow each step exactly. There's no shortcuts. 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 > Doug- > [quoted text clipped - 180 lines] >> >> >>> >> >> >>> Thanks, Mark V Doug- It works (with questions below)! I used this process to sent customized Email Bodies, where each Email Message goes to MULTIPLE email addresses (eg. 1 message goes to first.last@company.com; first2.last2@company2.com; first3.last3@company3.com) EVERYONE, it works! Here are some notes I found useful. Doug, some of the terms have changed from the original Word 97 to Word 2002: Some of these may be useful to add to your Instructions. You will perform 2 Merges: 1) Distribution List: As described in Doug's attachement, create a Directory Merge, which contains a simple table of the distribution email addresses. Each row of the table will store the email addresses to send one message. Merge this to a New File, and save (eg: EmailAddresses-List). (Note: this MUST be 1 table, with multiple rows, this cannot be separate tables) 2) Actual Email MailMerge: Create your Email Message Mailmerge template with your formatted text and inserted fields. You will want to save the template (eg: EmailMessage-template). When complete, rather than MailMerge, you again Merge to a New Document. You can keep it open on the screen, you do not have to save this merged document. 3) Actual Send Emails: From the merged New Document (containing all the bodies of emails you want to send), you will then run Doug's MACRO, which will prompt you for the 1st file of email addresses (eg: EmailAddresses-List). It then sends the emails. Don't worry if there are several messages there, the macro will allign the message bodies to the email addresses) This MACRO avoids the direct MailMerge Issue when MS Word thinks your multiple addresses are 1 address, and errors because it cannot find the contact "F.L@C.com; F1.F2@C.com" in your contact list. NOTE: Even if you do NOT use attachements (meaning your table is only 1 column of email addresses), do NOT comment out the Attachment FOR loop! This loop moves the MACRO through the rows of email addresses. If you do delete it, you will be stuck in an endless loop. NOTE: When testing, before running the MACRO, save your documents! When you are in an endless loop, you will use the Taskmanager to END your MS Word Process, loosing your most recent changes. Doug, QUESTIONS: 1) When I merge my (eg: EmailAddresses-List) file, each email address is a separate table of 1 row. If I do not merge them into one table (by deleting the whitespace between them) I am stuck in an endless loop. Is there a way to perform the Directory Merge and have 1 table? 2) FORMATTING: The content copy line (.Body = ActiveDocument.Content) looses ALL formatting in the Body. Not only did I have BOLD and COLORED font, but I had a Word table of data for the person to review. That table is lost, and the data is just listed as text. Is there a way to PRESERVE formatting in the body of the message? (having the formatted text as an attachment is not an option) Thank you, --Jason > Hi Jason, > [quoted text clipped - 196 lines] > >> >> >>> > >> >> >>> Thanks, Mark V Incase peopel did not see the questions at the end of my previous post. I am reposting the questions: Doug, QUESTIONS: 1) When I merge my (eg: EmailAddresses-List) file, each email address is a separate table of 1 row. If I do not merge them into one table (by deleting the whitespace between them) I am stuck in an endless loop. Is there a way to perform the Directory Merge and have 1 table (removing the line return)? 2) FORMATTING: The content copy line (.Body = ActiveDocument.Content) looses ALL formatting in the Body. Not only did I have BOLD and COLORED font, but I had a Word table of data for the person to review. That table is lost, and the data is just listed as text. Is there a way to PRESERVE formatting in the body of the message? (having the formatted text as an attachment is not an option) --Jason > Hi Jason, > [quoted text clipped - 196 lines] > >> >> >>> > >> >> >>> Thanks, Mark V In answer to your first question, in the directory type mailmerge main document (that produces your EmailAddresses-List file), make sure that there is no more than the single (unavoidable) carriage return after the one row table. If there are two carriage returns, each record will end up in a separate one row table. You might be able to do 2 by using the .HTMLBody property instead of the .Body property, or maybe set the .BodyFormat to olFormatRichText and then use the .Body to set the content I haven't tried it, but maybe replacing the .Body = ActiveDocument.Content with .BodyFormat = olFormatRichText .Body = ActiveDocument.Content may do it. If it doesn't you might ask this question in an Outlook newsgroup. SignaturePlease post any further questions or followup to the newsgroups for the benefit of others who may be interested. Unsolicited questions forwarded directly to me will only be answered on a paid consulting basis. Hope this helps Doug Robbins - Word MVP > Incase peopel did not see the questions at the end of my previous post. I am > reposting the questions: [quoted text clipped - 214 lines] > > >> >> >>> > > >> >> >>> Thanks, Mark V Mark, Graham- Is there an answer to this question? I too have the same issue. In my mailmerge, my 'To' field will have single or multiple email addresses. eg1: first.last@company.com eg2: first1.last1@company.com; first2.last2@company.com Some projects have multiple contacts, AND I want to copy the message to myself (for records). Since Mailmerge only allows you to select 1 field for TO:, I combined the addresses into one field. However, Word's MailMerge puts ""s (double-quotes) around the addresses, so the value becomes "first1.last1@company.com; first2.last2@company.com". When sending the emails, Outlook tries to lookup the contacts in the Addressbook, and tries to lookup this value as 1 contact, not as separate email addresses. I am using Office 2003. I have word Office 2003 connecting to a ODBC datasource, which is an Access 2003 Query. Help! --Jason PS: I have thought about using Access to break out the distribution list, create multiple records (each with 1 email address), but then the To: list would not reflect the people that this message was sent to. > Is there a way to send a single email message to multiple recipients > simultaneously so that all of these recipients appear in the "To:" field for [quoted text clipped - 29 lines] > > Thanks, Mark V |
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