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MS Office Forum / Word / Mailmerge and Fax / September 2005How do I mail merge to EMAIL from MS Word AND add a pdf attachment
I have an SQL database that is queried. I use these queries to mail merge in word - with the output going to Outlook - so that each individual email is sent to the individual for whom it's intended. The only problem is that I want to also include a PDF attachment. Is this at all possible? Or am I dreaming??? See the article "Mail Merge to E-mail with Attachments" at http://word.mvps.org/FAQs/MailMerge/MergeWithAttachments.htm  SignatureHope 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 >I have an SQL database that is queried. I use these queries to mail merge >in [quoted text clipped - 3 lines] > > Is this at all possible? Or am I dreaming??? The article refers to a "clickyes" utility at express.com. I couldn't find this utility at their site. Additionally, I see in another post on the same subject matter that someone had problems after installing that utility. They, like me are using Office 2003. Is the utility still available, and is it okay to use/run with Office 2003 and the mail merge/email with attachments process? Or will it mess up the process like described in "Email merge, how do I work around the security feature?", posted by Jaloway. > See the article "Mail Merge to E-mail with Attachments" at > [quoted text clipped - 7 lines] > > > > Is this at all possible? Or am I dreaming??? Just tried to follow instructions you wrote "Mail Merge to E-mail with Attachments. I created the macro, but it was my first. I simply copied and pasted the info from your articleinto the visual basic editor so as to avoid typos, then added the macro to the tool bar. But I get following error message when I run the macro: Compile Error: User-defined type not defined. Then the macro editor is opened and the following is highlighted: (The middle line is highlighted - I've included a line before and after to identify) Dim bStarted As Boolean Dim oOutlookApp As Outlook.Application Dim oItem As Outlook.MailItem Since I've copied and pasted, I don't know how it is in the macro. I think it may have been in the course of when and where to run the macro. I had no trouble creating the directory merge, and then using it as the source for my data in the email merge. But I have tried running this macro at every step in the process of creating the email merge and I get the same error message. The end resut is an email merge that does exactly as it should - but there is only a reference to the attachment in the email - no real attachment. > See the article "Mail Merge to E-mail with Attachments" at > [quoted text clipped - 7 lines] > > > > Is this at all possible? Or am I dreaming??? The Express Click Yes is now available from http://www.contextmagic.com/express-clickyes/ Almost certainly the error that you are getting is because you did not set the reference to the Outlook Object Library as it mentions that you must do in the Preparations part of the article. SignatureHope 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 > Just tried to follow instructions you wrote "Mail Merge to E-mail with > Attachments. [quoted text clipped - 41 lines] >> > >> > Is this at all possible? Or am I dreaming??? Thanks Doug. Did that- but had the wrong one checked. Got that fixed and yes, the macro performs without any error message. But the whole process is still not working right. If I hit the macro key before the very last step of merging the document with electronic mail, then the resulting merge has none of the email message I created in the body of the document. The body of the email is completely blank. In addition to the field for the attachment, I also chose a name field when creating/executing this mail merge. None of the manually created message or the field information showed up. If I wait and hit the macro key after the last step of merging to electronic mail, then the office program/merge creates the emails as it would without the macro. The email has all the body elements, but only a drive path, file name reference to the attachment. No actual attachment. Hitting the macro after this step has a whole new set of emails generated again, but they are like the first scenario -blank. Only the address and subject line are carrying over. Can you identify what I've done wrong or left out? I'm trying hard! :-) > The Express Click Yes is now available from > http://www.contextmagic.com/express-clickyes/ [quoted text clipped - 48 lines] > >> > > >> > Is this at all possible? Or am I dreaming??? Re-read the instructions. They say quite clearly that the merge must be executed to a new document and they do not say anything amount merging to electronic mail. SignatureHope 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 Doug. > Did that- but had the wrong one checked. Got that fixed and yes, the macro [quoted text clipped - 88 lines] >> >> > >> >> > Is this at all possible? Or am I dreaming??? I guess not clearly enough for the disabled because I'm missing where I'm making my mistake. Please bear with me as I try to find the mistake with your help. The directory type mail merge document was created in a separate document, saved and closed. I then opened a new blank document to create the mail merge I wanted to send out. I chose mail merge/email messages - following the set up instructions that word gives and using the directory type mail merge file created earlier as my data source. (I even tried using the original data source; my excel spreadsheet, and then identifying the file created by the catalogue type mail merge at the point the dialog box opened up after running the macro, but that came up with the same results- no body in the email message.) I thought this was what you meant when you said "execute the mail merge that you want to send out" in your instructions. I'm sure the instructions are accurate. But I am not able to identify at exactly what point I am failing to understand/follow them correctly. If it is clear to you, will you please specify? By the way, I was incorrect - when I run the macro at either point in the process, the very first email will have the drive\path\filename reference to the attachment - but no attachment. This first email will also have the hand written and information along with the poplulated info from the placeholders. But none of the subsequent emails have anything. Thanks! :-) > Re-read the instructions. They say quite clearly that the merge must be > executed to a new document and they do not say anything amount merging to [quoted text clipped - 92 lines] > >> >> > > >> >> > Is this at all possible? Or am I dreaming??? Use a formletter not an email message type main document SignatureHope 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 >I guess not clearly enough for the disabled because I'm missing where I'm > making my mistake. Please bear with me as I try to find the mistake with [quoted text clipped - 142 lines] >> >> >> > >> >> >> > Is this at all possible? Or am I dreaming??? Progress!! But not 100% right. The attachment is now in the email(s). Yey! But the other problem still exists. The fields/placeholder entries and the manually entered text I created in the body of the form letter only appear in the very first email and not in any of the subsequent emails the program publishes. If you can help me determine what I'm doing wrong on that point I'm set. And thanks so much in advance! BTW - I've tried using both the directory type document as my data source and the excel file (where the info came from to create the directory doc). Both scenarios produce an attachment now with the form letter - but neither produce the missing information past the first email. > Use a formletter not an email message type main document > [quoted text clipped - 144 lines] > >> >> >> > > >> >> >> > Is this at all possible? Or am I dreaming??? I don't understand what you are doing here This first email will also have the hand written and information along with the poplulated info from the placeholders. But none of the subsequent emails have anything. What "hand written information"? What do you mean by "placeholders"? Are they the mergefields? This failure has nothing to do with the macro, you fix up the mailmerge so that it produces the formletters as you want them. SignatureHope 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 > Progress!! > But not 100% right. The attachment is now in the email(s). Yey! But the [quoted text clipped - 185 lines] >> >> >> >> > >> >> >> >> > Is this at all possible? Or am I dreaming??? For example, if the mass email was to produce 25 emails, the first email generated will be complete. It will have the attachment, the email address, the subject line and the body. The body: manually written info such as, "dear" and then using a placeholder (merge fields?) for the info to be populated by the data source. (I didn't manually write it, the merge generates the verbiage) I saw it referred to as a placeholder in some instructions online but an example of what I'm talking about looks like: <<name>> Then more manually entered info in the body such as; "The attached document contains....blah, blah....Sincerely...etc" As I said, the first email generated would be complete - containing all elements as it should. But the next 24 would only have the email address and subject lines. Info I think is generated by the macro. But no body elements whatsoever. The problem appears to have something to do with running the macro because I can run a mail merge - (Ive tried both a form letter or an email merge) and not run the macro and all info/results are produced as they should be in the initial and subsequent letters/emails. I can't get the attachments included in the mass email without running the macro, but at this point I can't get multiple emails (complete) when I do run the macro. > I don't understand what you are doing here > [quoted text clipped - 199 lines] > >> >> >> >> > > >> >> >> >> > Is this at all possible? Or am I dreaming??? You have not executed the merge to a new document that contains a section for each record in the data source. SignatureHope 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 > For example, if the mass email was to produce 25 emails, the first email > generated will be complete. It will have the attachment, the email [quoted text clipped - 271 lines] >> >> >> >> >> > >> >> >> >> >> > Is this at all possible? Or am I dreaming??? I need you to be more specific please. The instructions in your article contain two different merges. 1.Do you mean the directory type mail merge? If so, then I did complete the last step in Outlook's and your article's instructions that merged the information to a new document. That new document did create a table that had all the elements from the data source that I planned to use in the mass email, including, but not limted to the email address and the attachment. This new document containing the table was saved and selected later, as instructed when the file open dialog appears after running the macro. 2. If you mean the "form letter" merge as you called it earlier, you will have to elaborate. There are no references to a new document in the article (at the form letter merge state) and Outlook only allows you to merge to a printer as the final step in the merge process. You'll have to detail how to do this. 3.Additional question - When creating the form letter merge, at the step where I am to select the recipients, do I point to the original data source, or to the document with the table created from my directory type mail merge? (that used the original data source to create the table) As we proceed, I need to clarify which one is expected to be used. As I've mentioned earlier, I've tried it both ways, with both resulting in attachments being produced, but both leaving out essential information in all but the first email produced. Thank in advance. > You have not executed the merge to a new document that contains a section > for each record in the data source. [quoted text clipped - 240 lines] > >> >> >> >> > data in the email merge. But I have tried running this macro > >> >> >> >> > at It is the formletter mailmerge that must be executed to a new document. While the macro uses Outlook, ALL of the merging is being done from Word and Word DOES allow you to merge to a new document with the Form Letter in exactly the same way that you merged to a new document with the directory type mailmerge. The article says "Then execute the mail merge that you want to send out by email with the attachments and with the result of execution of that mail merge on the screen" If the result is going to be on the screen, the only way that it can get there is if the merge is executed to a new document. SignatureHope 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 >I need you to be more specific please. > The instructions in your article contain two different merges. [quoted text clipped - 308 lines] >> >> >> >> >> > macro >> >> >> >> >> > at I found it - but for the benefit of anyone else that may read this post let me mention how/where. The directory merge specifically said "merge to" and then gave "new document" as an option. None of the 6 steps in this merge say that. The last step, #6 (See below) said to merge to a printer - or to edit the individual letters. If you click on "edit individual letters", and choose "all" when asked, Word then merges the letter to a new document as needed. Running the macro at this point gets the necessary results. We have success!! I'm sure you are as glad as I am. Thanks! Step one - starting document Step two - select recipients Step three - write your letter Step four - preview your letters (you can scroll through each one that will be created. Step five - complete the merge Step six - merge - and the choices listed are printer or edit your individual letters. > It is the formletter mailmerge that must be executed to a new document. > [quoted text clipped - 240 lines] > >> >> >> >> > all > >> >> >> >> > the A new question on the same item: The attachment I've chosen to create is too large as a pdf. There are several pictures within a flyer. I can save the created art/flyer as a jpeg and the file size is ideal. But when I try all these same instructions, but have a jpeg instead of a pdf file, it doesn't work. I know the subject of this discussion specifies adding a pdf file, but the article you wrote and refer to in this thread doesn't appear to specify that the attachments that can be sent are limited to pdf's. Do I need to do something different for a jpeg? Thanks in advance. > It is the formletter mailmerge that must be executed to a new document. > [quoted text clipped - 240 lines] > >> >> >> >> > all > >> >> >> >> > the You are the only one that is talking about .pdf's as attachments. The method will send any file as an attachment AS LONG AS THE PATH AND FILENAME ARE CORRECT. SignatureHope 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 >A new question on the same item: > The attachment I've chosen to create is too large as a pdf. There are [quoted text clipped - 296 lines] >> >> >> >> >> > all >> >> >> >> >> > the The original subject line of the thread specifies adding a pdf attachment-that is why I made mention of it. Regardless of that - I right clicked on the file, chose properties and copied and then pasted the path and file name to eliminate a mistake. Granted, what can be copied under properties only identifies everything BUT the the very last part; the actual name of the file and its extension. But I clicked on the file once and copied the name - then pasted it to the end of the first cut/paste. (I did add a back slash between the two) I don't see how I could have done it wrong all that being said. Do you??? It didn't work - but the same method for a pdf did. Got any ideas? > You are the only one that is talking about .pdf's as attachments. The > method will send any file as an attachment AS LONG AS THE PATH AND FILENAME [quoted text clipped - 239 lines] > >> >> >> >> > to > >> >> >> >> > the attachment - but no attachment. This first email will also Doug; I just copied the file to C:/"file name.ext" Created the new directory etc... I did this to make sure identifying the path/file would be correct. Still didn't work with a jpeg. > The original subject line of the thread specifies adding a pdf > attachment-that is why I made mention of it. [quoted text clipped - 237 lines] > > >> >> >> >> > what > > >> >> >> >> > point I am failing to understand/follow them correctly. If it I assume that the / is a typing mistake. I would expect to see c:\path\filename.ext If you have the entries in that column in the catalog or directory type mailmerge correct, it will work. If it is out by so much as a single space anywhere, even after the extension, it will NOT work. The drive\path\filename must be spot-on. SignatureHope 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 > Doug; > I just copied the file to C:/"file name.ext" [quoted text clipped - 308 lines] >> > >> >> >> >> > point I am failing to understand/follow them correctly. >> > >> >> >> >> > If it For the benefit of anyone else - you are exactly right. (I'm sure you knew you were!) :-) I can't visually see the mistake. But it may have been a space at the end of the extension. What I did is click address bar under toolbars when opening up the file so that it showed all of the path\filename etc. when I clicked the drop down. I then copied and pasted that - and it worked great. > I assume that the / is a typing mistake. I would expect to see > c:\path\filename.ext [quoted text clipped - 235 lines] > >> > >> >> >> > first email and not in any of the subsequent emails the > >> > >> >> >> > program Not always, but in this case yes, I did know that I was right. SignatureHope 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 > For the benefit of anyone else - you are exactly right. (I'm sure you knew > you were!) [quoted text clipped - 276 lines] >> >> > >> >> >> > first email and not in any of the subsequent emails the >> >> > >> >> >> > program
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