Jocelyn,
As I send out a weekly message to almost 400 HOG chapter members, I spent
some time on this today.
Here is what I came up with. It seems to work, but hope I didn't leave out
something. The one thing I can't do so far is to have both the name and
email address in the To: field. I can select one or the other.
Can something like this be added to the Knowledge Base?
Thanks,
Dennis
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Broadcast Email Messages Procedures
Word2003 - Outlook2003
This feature allows you to send a personalized email to a number of
recipients, and personalize the message with their names, companies, etc. by
using the Mail Merge commands.
First create a file MSWord mail merge can access -
You can do this by opening Outlook contacts and selecting File, Import and
Export, Export to a File, then either csv or Microsoft Excel. Excel is
easer to use because of the fields.
Select the folder to export from -
Save exported file as: select a unique file name and save it to a folder you
will remember. Use the Browse button to make this selection of the folder
and file name
Now the Map Custom Fields button appears. Click on this and either drag
over the Last Name, First Name, email address, email display name from the
left window to the right window. If the right side has all the fields when
this dialogue box opens, you might clear the fields first and start with a
blank slate.
Any field that you may use in your message you want to have on the right
side.
Click OK and the file will be created. You may open and edit this Excel
file as you wish.
You also need to select MSWord as your email editor. Go to Tools, Options,
Mail Format, and check Use Microsoft Office Word to edit email messages.
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Now you need to customize your MSWord application a bit.
Select View, Toolbars and Mail Merge.
Once the Mail Merge toolbar is visible, go to the right end to the Toolbar
Options and select Add or Remove Buttons, Customize, Mail Merge and put a
check by the “Insert Merge Field.”
Now your Word application is ready to go.
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Now open a new document in Word. Go to the mail merge toolbar and select
Main Document Type. Select Letters.
Prepare your document message as you want it to appear. During this phase
you will go to the Insert Merge Field and select the personalized names you
want to appear.
i.e. Dear FirstName, or Dear Mr. LastName
Now select Open Data Source. Go to your excel file you created and select
it.
Select Mail Merge Recipients. Put a check by each name you wish to include
in this mailing.
Select Merge to E-Mail and the messages will be created.
You will have an opportunity to add a Subject field for the email and also
select if you want the email address or the name of the person to appear in
the To: field by choosing either EmailAddress or EmailDisplayName.
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Open Outlook and select Send/Receive. Your messages will be sent one at a
time to each individual email address you selected.
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