Sending Mail Merge to Email to Multiple Recipients in the Same Mes

Incase peopel did not see the questions at the end of my previous post. I am
reposting the questions:

Doug, QUESTIONS:
1) When I merge my (eg: EmailAddresses-List) file, each email address is a
separate table of 1 row. If I do not merge them into one table (by deleting
the whitespace between them) I am stuck in an endless loop. Is there a way
to perform the Directory Merge and have 1 table (removing the line return)?

2) FORMATTING: The content copy line (.Body = ActiveDocument.Content) looses
ALL formatting in the Body. Not only did I have BOLD and COLORED font, but I
had a Word table of data for the person to review. That table is lost, and
the data is just listed as text. Is there a way to PRESERVE formatting in
the body of the message? (having the formatted text as an attachment is not
an option)

--Jason

"Doug Robbins" wrote:

Hi Jason,

Use the same Access Query to create the catalog (or directory) type
mailmerge that will result in the table.

The vbscript does not replace the mailmerge altogether - in fact not at all.
You must create the catalog or directory type mailmerge and also the
formletter type mailmerge that will become the text of the email messages.
The vbscript creates those email messages by taking the text from each
Section of the document created by execting the formletter type mailmerge to
a new document.

You need to go back and read the article again very carefully - it is a bit
complex, but it does work when you understand and follow each step exactly.
There's no shortcuts.

--
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
"Jason Krug" wrote in message
...
Doug-

I read your www page and as was able to link and run the Macro. I did not
get successful results since I did not have a file static with the email
addresses.
I removed the nested while loop for multiple attachments.

In this example the datasource is a simple Word Document Table... I am
using
a complex Access Query. I added your macro to the mailmerge doucment I
already created, so I do not know how an additional document-Table would
fit
in to this merge. My process does not allow me to change my datasource
from
the dynamic Access Query to a static Word Table document.

There are one too-many jumps here for me to get this to work, when I am
not
completely familiar with Visual Basic.
1) How do we modify this to work with the existing merged Access Query? Or
does this VB script replace the mailmerge al together? I do not think I
can
work with that since the form letter references many fields, not just a
constant attachment?
2) How do we reference specific Column Names rather than Column positions?
3) If this macro still interfaces with Outlook, since we see the securty
dialog, while will this allow multiple email addresses? I still see the
same
error popping up?

Still looking for a solution... if not this any other sugestions?
--Jason

"Doug Robbins" wrote:

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

In answer to your first question, in the directory type mailmerge main
document (that produces your EmailAddresses-List file), make sure that
there is no more than the single (unavoidable) carriage return after the one
row table. If there are two carriage returns, each record will end up in a
separate one row table.

You might be able to do 2 by using the .HTMLBody property instead of the
..Body property, or maybe set the .BodyFormat to olFormatRichText and then
use the .Body to set the content

I haven't tried it, but maybe replacing the

.Body = ActiveDocument.Content

with

.BodyFormat = olFormatRichText
.Body = ActiveDocument.Content

may do it.

If it doesn't you might ask this question in an Outlook newsgroup.

--
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
"Jason Krug" wrote in message
...
Incase peopel did not see the questions at the end of my previous post. I
am
reposting the questions:

Doug, QUESTIONS:
1) When I merge my (eg: EmailAddresses-List) file, each email address is a
separate table of 1 row. If I do not merge them into one table (by
deleting
the whitespace between them) I am stuck in an endless loop. Is there a
way
to perform the Directory Merge and have 1 table (removing the line
return)?

2) FORMATTING: The content copy line (.Body = ActiveDocument.Content)
looses
ALL formatting in the Body. Not only did I have BOLD and COLORED font,
but I
had a Word table of data for the person to review. That table is lost,
and
the data is just listed as text. Is there a way to PRESERVE formatting in
the body of the message? (having the formatted text as an attachment is
not
an option)

--Jason

"Doug Robbins" wrote:

Hi Jason,

Use the same Access Query to create the catalog (or directory) type
mailmerge that will result in the table.

The vbscript does not replace the mailmerge altogether - in fact not at
all.
You must create the catalog or directory type mailmerge and also the
formletter type mailmerge that will become the text of the email
messages.
The vbscript creates those email messages by taking the text from each
Section of the document created by execting the formletter type
mailmerge to
a new document.

You need to go back and read the article again very carefully - it is a
bit
complex, but it does work when you understand and follow each step
exactly.
There's no shortcuts.

--
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
"Jason Krug" wrote in message
...
Doug-

I read your www page and as was able to link and run the Macro. I did
not
get successful results since I did not have a file static with the
email
addresses.
I removed the nested while loop for multiple attachments.

In this example the datasource is a simple Word Document Table... I am
using
a complex Access Query. I added your macro to the mailmerge doucment
I
already created, so I do not know how an additional document-Table
would
fit
in to this merge. My process does not allow me to change my
datasource
from
the dynamic Access Query to a static Word Table document.

There are one too-many jumps here for me to get this to work, when I
am
not
completely familiar with Visual Basic.
1) How do we modify this to work with the existing merged Access
Query? Or
does this VB script replace the mailmerge al together? I do not think
I
can
work with that since the form letter references many fields, not just
a
constant attachment?
2) How do we reference specific Column Names rather than Column
positions?
3) If this macro still interfaces with Outlook, since we see the
securty
dialog, while will this allow multiple email addresses? I still see
the
same
error popping up?

Still looking for a solution... if not this any other sugestions?
--Jason

"Doug Robbins" wrote:

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