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#1
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Sending 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 |
#2
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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 |
#3
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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 |
#4
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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 |
#5
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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 |
#6
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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/...ttachments.htm -- Please 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 "Mark V" wrote in message ... 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 |
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