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Old November 25th, 2004, 05:15 PM
Mark V
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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


"Graham Mayor" wrote:

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.

--

Graham Mayor - Word MVP

My web site www.gmayor.com
Word MVP web site http://word.mvps.org





Mark V wrote:
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

"Graham Mayor" wrote:

Create a distribution list in Outlook and send your e-mail to the
distribution list.

--

Graham Mayor - Word MVP

My web site www.gmayor.com
Word MVP web site http://word.mvps.org





Mark V wrote:
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