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A Complex Mail Merge Question
I have a complex mail merge question I am trying to do through Word
and emailed through Outlook. I have a list of Human Resources Contacts that I send a list monthly to of all of their employees who need a performance evaluation. There are also two different types of performance evaluations: probationary and annual and these are reminder letters so they will know who in their area will need either an annual or probationary evaluation. A Human Resources Contact can also have more than one department they are in charge of and they want only one email with all of their departments, listing both types of evaluations for each department. I've been attempting doing this with a mail merge but am a little stuck on where to begin. I'm running Word 2003 and Outlook 2003 but the majority of users are still running Word 2000 and Outlook 2000 I know I can do this in Access 2000 as a report but that is not an option because I cannot email the report as an attachment to Outlook only the parts that matter for my one HR Contact. I've already attempted to convert to Word RTF but formatting errors creep into my document and I still have to seperate out the document by each HR Contact in order to email the HR Contact the departments they are responsible for. Any help would be greatly appreciated. Thanks in advance. I also need to be able to mail merge the following phrase into the e-mail i attach my attachments to: "To assist you in the USPS appraisal process, attached is a memo from Sandy Lovins regarding performance evaluations in your area with names of employees whose evaluations are due." Below is what an attached message should look like: University of South Florida University Services Human Resources SVC 2172 974-2970 DATE: {END OF MONTH} TO: {HR CONTACT FIELD} FROM: Sandy Lovins Associate Vice President, Human Resources SUBJECT: USPS Performance Reviews In order to assist in your organizational unit's efforts to ensure timely completion of performance evaluations, the attached list has been provided as a courtesy reminder of employees in your area who are due an evaluation in the near future. Attached is a listing for your reference. An effective performance management system is based on an organizational commitment to communicate openly and honestly about the contributions, successes, and shortcomings experienced during the review period as well as confirm or readjust performance standards and/or behavioral expectations and communicate goals. These, in turn, serve as effective tools for objectively monitoring and measuring performance. While the annual or probationary reviews are important stop points to actively discuss performance, please remember that performance feedback (both informal and formal) should occur on a regular basis throughout the year. This process provides management with an opportunity to track and check performance contributions, recognize accomplishments, and make minor adjustments throughout the review period to improve overall performance outcomes. If you need any assistance with the process, have questions about deadlines, or would like to learn more about performance management, please contact Penny Phillips (ext. 4-5703) or Norene Evans (ext. 4-5706) in our Employee Relations Department. They would be happy to assist you in assessing employee performance, writing sound performance evaluations, or preparing performance plans. Also, the following documents may be of assistance in understanding the types of USPS performance evaluations and the timeframes involved in preparing them: Types.htm http://www.usf.edu/usfpers/Procedures/ER/Types.htm Examples.htm http://www.usf.edu/usfpers/Procedures/ER/Examples.htm We appreciate your commitment to ensuring the delivery of quality and timely performance feedback to USF employees. {Department Name Field} (centered) Annual Appraisals Due Name DeptID ID Job Title Anniversary {NAME FIELD} {DEPTID} {ID} {JOB TITLE} {ANNIVERSARY} Probationary Appraisals Due Name DeptID ID Job Title Prob End Date {NAME FIELD} {DEPTID} {ID} {JOB TITLE} {PROBATIONARY} {Department Name Field} (centered) Annual Appraisals Due Name DeptID ID Job Title Anniversary {NAME FIELD} {DEPTID} {ID} {JOB TITLE} {ANNIVERSARY} Probationary Appraisals Due Name DeptID ID Job Title Prob End Date {NAME FIELD} {DEPTID} {ID} {JOB TITLE} {PROBATIONARY} Erik L. Tice Sr. Computer Support Specialist USF Division of Human Resources Data & Systems Management 4202 E Fowler Avenue SVC2172 Tampa, FL 33620-6980 813/974-5711 813/974-5227 Fax |
#2
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A Complex Mail Merge Question
See the "Multiple items per condition" item under the "Special merges"
section of fellow MVP CIndy Meister's website at http://homepage.swissonline.ch/cindy...r/MergFram.htm -- Please 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 "Erik Tice" wrote in message om... I have a complex mail merge question I am trying to do through Word and emailed through Outlook. I have a list of Human Resources Contacts that I send a list monthly to of all of their employees who need a performance evaluation. There are also two different types of performance evaluations: probationary and annual and these are reminder letters so they will know who in their area will need either an annual or probationary evaluation. A Human Resources Contact can also have more than one department they are in charge of and they want only one email with all of their departments, listing both types of evaluations for each department. I've been attempting doing this with a mail merge but am a little stuck on where to begin. I'm running Word 2003 and Outlook 2003 but the majority of users are still running Word 2000 and Outlook 2000 I know I can do this in Access 2000 as a report but that is not an option because I cannot email the report as an attachment to Outlook only the parts that matter for my one HR Contact. I've already attempted to convert to Word RTF but formatting errors creep into my document and I still have to seperate out the document by each HR Contact in order to email the HR Contact the departments they are responsible for. Any help would be greatly appreciated. Thanks in advance. I also need to be able to mail merge the following phrase into the e-mail i attach my attachments to: "To assist you in the USPS appraisal process, attached is a memo from Sandy Lovins regarding performance evaluations in your area with names of employees whose evaluations are due." Below is what an attached message should look like: University of South Florida University Services Human Resources SVC 2172 974-2970 DATE: {END OF MONTH} TO: {HR CONTACT FIELD} FROM: Sandy Lovins Associate Vice President, Human Resources SUBJECT: USPS Performance Reviews In order to assist in your organizational unit's efforts to ensure timely completion of performance evaluations, the attached list has been provided as a courtesy reminder of employees in your area who are due an evaluation in the near future. Attached is a listing for your reference. An effective performance management system is based on an organizational commitment to communicate openly and honestly about the contributions, successes, and shortcomings experienced during the review period as well as confirm or readjust performance standards and/or behavioral expectations and communicate goals. These, in turn, serve as effective tools for objectively monitoring and measuring performance. While the annual or probationary reviews are important stop points to actively discuss performance, please remember that performance feedback (both informal and formal) should occur on a regular basis throughout the year. This process provides management with an opportunity to track and check performance contributions, recognize accomplishments, and make minor adjustments throughout the review period to improve overall performance outcomes. If you need any assistance with the process, have questions about deadlines, or would like to learn more about performance management, please contact Penny Phillips (ext. 4-5703) or Norene Evans (ext. 4-5706) in our Employee Relations Department. They would be happy to assist you in assessing employee performance, writing sound performance evaluations, or preparing performance plans. Also, the following documents may be of assistance in understanding the types of USPS performance evaluations and the timeframes involved in preparing them: Types.htm http://www.usf.edu/usfpers/Procedures/ER/Types.htm Examples.htm http://www.usf.edu/usfpers/Procedures/ER/Examples.htm We appreciate your commitment to ensuring the delivery of quality and timely performance feedback to USF employees. {Department Name Field} (centered) Annual Appraisals Due Name DeptID ID Job Title Anniversary {NAME FIELD} {DEPTID} {ID} {JOB TITLE} {ANNIVERSARY} Probationary Appraisals Due Name DeptID ID Job Title Prob End Date {NAME FIELD} {DEPTID} {ID} {JOB TITLE} {PROBATIONARY} {Department Name Field} (centered) Annual Appraisals Due Name DeptID ID Job Title Anniversary {NAME FIELD} {DEPTID} {ID} {JOB TITLE} {ANNIVERSARY} Probationary Appraisals Due Name DeptID ID Job Title Prob End Date {NAME FIELD} {DEPTID} {ID} {JOB TITLE} {PROBATIONARY} Erik L. Tice Sr. Computer Support Specialist USF Division of Human Resources Data & Systems Management 4202 E Fowler Avenue SVC2172 Tampa, FL 33620-6980 813/974-5711 813/974-5227 Fax |
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