mail merging formatted content

I am using Outlook 2000 SR1 and Word 2000 SR1.

I have an email message that I need to send to everyone in my
contacts folder. So I tried Mail Merge. The body of my
message contains some formatted text and also few images. I
changed my Outlook's Mail Format as HTML and MSWord as my email
editor. When I send the messages through mail merge, the
receiver's mail is in plain text. I also tried "Includepicture" field for images. Still don't work with mail merge.

But, when I send a mail individually to them, the receiver
receives the mail in HTML format.

I also checked the recipient's property "Send email using plain
text only" and it is checked OFF.

Can some one please suggest me how to mail merge the formatted contents?

This is a limitation of Office 2000. For a workaround, see
http://word.mvps.org/FAQs/MailMerge/...ttachments.htm

Note also that as html can carry malicious code may users will have set
Outlook not to display in anything but plain text. Others (like me) will
dump any unsolicited message containing an attachment before it ever reaches
Outlook. Plain text will ensure that more people may see your spam message.

--

Graham Mayor - Word MVP

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





raj wrote:
I am using Outlook 2000 SR1 and Word 2000 SR1.

I have an email message that I need to send to everyone in my
contacts folder. So I tried Mail Merge. The body of my
message contains some formatted text and also few images. I
changed my Outlook's Mail Format as HTML and MSWord as my email
editor. When I send the messages through mail merge, the
receiver's mail is in plain text. I also tried "Includepicture" field
for images. Still don't work with mail merge.

But, when I send a mail individually to them, the receiver
receives the mail in HTML format.

I also checked the recipient's property "Send email using plain
text only" and it is checked OFF.

Can some one please suggest me how to mail merge the formatted
contents?

I am trying to learn how to use this. How do I start a new thread? I have
a question about mail merge, but I don't even know how to start a thread in
order to ask it. Can you please tell me how to start a new thread.

My question about mail merge is: I writing a directory on names an address
with two columns per page. I want the name to be followed by the address,
but some adresses have two line to them. Therefore the names don't alsways
match up on both columns. I think I need it to add an extra blank line for
the names that have one address line. How do I do that?

"raj" wrote:

I am using Outlook 2000 SR1 and Word 2000 SR1.

I have an email message that I need to send to everyone in my
contacts folder. So I tried Mail Merge. The body of my
message contains some formatted text and also few images. I
changed my Outlook's Mail Format as HTML and MSWord as my email
editor. When I send the messages through mail merge, the
receiver's mail is in plain text. I also tried "Includepicture" field for images. Still don't work with mail merge.

But, when I send a mail individually to them, the receiver
receives the mail in HTML format.

I also checked the recipient's property "Send email using plain
text only" and it is checked OFF.

Can some one please suggest me how to mail merge the formatted contents?

Put the merge fields in the cells of a one row table with nothing else in
the main document. Then when you execute the merge to a new document you
will get the layout that you want.

--
Hope this helps.

Please reply to the newsgroup unless you wish to avail yourself of my
services on a paid consulting basis.

Doug Robbins - Word MVP

"donna" wrote in message
...
I am trying to learn how to use this. How do I start a new thread? I
have
a question about mail merge, but I don't even know how to start a thread
in
order to ask it. Can you please tell me how to start a new thread.

My question about mail merge is: I writing a directory on names an
address
with two columns per page. I want the name to be followed by the address,
but some adresses have two line to them. Therefore the names don't
alsways
match up on both columns. I think I need it to add an extra blank line
for
the names that have one address line. How do I do that?

"raj" wrote:

I am using Outlook 2000 SR1 and Word 2000 SR1.

I have an email message that I need to send to everyone in my
contacts folder. So I tried Mail Merge. The body of my
message contains some formatted text and also few images. I
changed my Outlook's Mail Format as HTML and MSWord as my email
editor. When I send the messages through mail merge, the
receiver's mail is in plain text. I also tried "Includepicture" field for
images. Still don't work with mail merge.

But, when I send a mail individually to them, the receiver
receives the mail in HTML format.

I also checked the recipient's property "Send email using plain
text only" and it is checked OFF.

Can some one please suggest me how to mail merge the formatted contents?

Thanks Doug. I've never used a tqable before. How do I get the fields into
the table? I am getting my data from an Excel file. This is all foreign to
me so I need basic instructions.

Also, in the future, how do I start a new thread. I think I should have
done that for my question, but I didn't know how.
Donna

"Doug Robbins - Word MVP" wrote:

Put the merge fields in the cells of a one row table with nothing else in
the main document. Then when you execute the merge to a new document you
will get the layout that you want.

--
Hope this helps.

Please reply to the newsgroup unless you wish to avail yourself of my
services on a paid consulting basis.

Doug Robbins - Word MVP

"donna" wrote in message
...
I am trying to learn how to use this. How do I start a new thread? I
have
a question about mail merge, but I don't even know how to start a thread
in
order to ask it. Can you please tell me how to start a new thread.

My question about mail merge is: I writing a directory on names an
address
with two columns per page. I want the name to be followed by the address,
but some adresses have two line to them. Therefore the names don't
alsways
match up on both columns. I think I need it to add an extra blank line
for
the names that have one address line. How do I do that?

"raj" wrote:

I am using Outlook 2000 SR1 and Word 2000 SR1.

I have an email message that I need to send to everyone in my
contacts folder. So I tried Mail Merge. The body of my
message contains some formatted text and also few images. I
changed my Outlook's Mail Format as HTML and MSWord as my email
editor. When I send the messages through mail merge, the
receiver's mail is in plain text. I also tried "Includepicture" field for
images. Still don't work with mail merge.

But, when I send a mail individually to them, the receiver
receives the mail in HTML format.

I also checked the recipient's property "Send email using plain
text only" and it is checked OFF.

Can some one please suggest me how to mail merge the formatted contents?

For some basic information on merging - see
http://www.gmayor.com/mail_merge_lab...th_word_xp.htm Labels are
arguably the most complex merges, but all merges are essentially similar.

Doug is talking about setting the merge document type to Directory with your
merge fields in the columns of a single row table. Merging such a document
will produce a table, similar to that shown in
http://www.gmayor.com/convert_labels...mail_merge.htm

How easy it will be to create the type of directory you want will be largely
determined by the number of fields you have in your Excel file to depict the
addresses. You need a column there for each line of the address, whether or
not it has content.

If you set up your merge document as having two columns, and set the
document type to directory. Insert the fields for a single entry at the top
of the first column then merge to a new document. That document will have
all the addresses in two columns. You can now add supplementary information
to produce the document you intend.

--

Graham Mayor - Word MVP

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


What fields do you have in your Excel table that you are using for a data
source?

donna wrote:
Thanks Doug. I've never used a tqable before. How do I get the
fields into the table? I am getting my data from an Excel file.
This is all foreign to me so I need basic instructions.

Also, in the future, how do I start a new thread. I think I should
have done that for my question, but I didn't know how.
Donna

"Doug Robbins - Word MVP" wrote:

Put the merge fields in the cells of a one row table with nothing
else in the main document. Then when you execute the merge to a new
document you will get the layout that you want.

--
Hope this helps.

Please reply to the newsgroup unless you wish to avail yourself of my
services on a paid consulting basis.

Doug Robbins - Word MVP

"donna" wrote in message
...
I am trying to learn how to use this. How do I start a new
thread? I have
a question about mail merge, but I don't even know how to start a
thread in
order to ask it. Can you please tell me how to start a new thread.

My question about mail merge is: I writing a directory on names an
address
with two columns per page. I want the name to be followed by the
address, but some adresses have two line to them. Therefore the
names don't alsways
match up on both columns. I think I need it to add an extra blank
line for
the names that have one address line. How do I do that?

"raj" wrote:

I am using Outlook 2000 SR1 and Word 2000 SR1.

I have an email message that I need to send to everyone in my
contacts folder. So I tried Mail Merge. The body of my
message contains some formatted text and also few images. I
changed my Outlook's Mail Format as HTML and MSWord as my email
editor. When I send the messages through mail merge, the
receiver's mail is in plain text. I also tried "Includepicture"
field for images. Still don't work with mail merge.

But, when I send a mail individually to them, the receiver
receives the mail in HTML format.

I also checked the recipient's property "Send email using plain
text only" and it is checked OFF.

Can some one please suggest me how to mail merge the formatted
contents?

I tried comvertingthe excel file to a table but I couldn't do it. I had no
idea what the instructions were talking about
inwww.gmayor.com/convert_labels_into_mail_merge.htm.

Can anyone else help?

"Graham Mayor" wrote:

For some basic information on merging - see
http://www.gmayor.com/mail_merge_lab...th_word_xp.htm Labels are
arguably the most complex merges, but all merges are essentially similar.

Doug is talking about setting the merge document type to Directory with your
merge fields in the columns of a single row table. Merging such a document
will produce a table, similar to that shown in
http://www.gmayor.com/convert_labels...mail_merge.htm

How easy it will be to create the type of directory you want will be largely
determined by the number of fields you have in your Excel file to depict the
addresses. You need a column there for each line of the address, whether or
not it has content.

If you set up your merge document as having two columns, and set the
document type to directory. Insert the fields for a single entry at the top
of the first column then merge to a new document. That document will have
all the addresses in two columns. You can now add supplementary information
to produce the document you intend.

--

Graham Mayor - Word MVP

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


What fields do you have in your Excel table that you are using for a data
source?

donna wrote:
Thanks Doug. I've never used a tqable before. How do I get the
fields into the table? I am getting my data from an Excel file.
This is all foreign to me so I need basic instructions.

Also, in the future, how do I start a new thread. I think I should
have done that for my question, but I didn't know how.
Donna

"Doug Robbins - Word MVP" wrote:

Put the merge fields in the cells of a one row table with nothing
else in the main document. Then when you execute the merge to a new
document you will get the layout that you want.

--
Hope this helps.

Please reply to the newsgroup unless you wish to avail yourself of my
services on a paid consulting basis.

Doug Robbins - Word MVP

"donna" wrote in message
...
I am trying to learn how to use this. How do I start a new
thread? I have
a question about mail merge, but I don't even know how to start a
thread in
order to ask it. Can you please tell me how to start a new thread.

My question about mail merge is: I writing a directory on names an
address
with two columns per page. I want the name to be followed by the
address, but some adresses have two line to them. Therefore the
names don't alsways
match up on both columns. I think I need it to add an extra blank
line for
the names that have one address line. How do I do that?

"raj" wrote:

I am using Outlook 2000 SR1 and Word 2000 SR1.

I have an email message that I need to send to everyone in my
contacts folder. So I tried Mail Merge. The body of my
message contains some formatted text and also few images. I
changed my Outlook's Mail Format as HTML and MSWord as my email
editor. When I send the messages through mail merge, the
receiver's mail is in plain text. I also tried "Includepicture"
field for images. Still don't work with mail merge.

But, when I send a mail individually to them, the receiver
receives the mail in HTML format.

I also checked the recipient's property "Send email using plain
text only" and it is checked OFF.

Can some one please suggest me how to mail merge the formatted
contents?

The Excel file already is a table. The link was merely to show what the
format of the table should look like in order fopr it work as a data source.

--

Graham Mayor - Word MVP

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


donna wrote:
I tried comvertingthe excel file to a table but I couldn't do it. I
had no idea what the instructions were talking about
inwww.gmayor.com/convert_labels_into_mail_merge.htm.

Can anyone else help?

"Graham Mayor" wrote:

For some basic information on merging - see
http://www.gmayor.com/mail_merge_lab...th_word_xp.htm Labels are
arguably the most complex merges, but all merges are essentially
similar.

Doug is talking about setting the merge document type to Directory
with your merge fields in the columns of a single row table. Merging
such a document will produce a table, similar to that shown in
http://www.gmayor.com/convert_labels...mail_merge.htm

How easy it will be to create the type of directory you want will be
largely determined by the number of fields you have in your Excel
file to depict the addresses. You need a column there for each line
of the address, whether or not it has content.

If you set up your merge document as having two columns, and set the
document type to directory. Insert the fields for a single entry at
the top of the first column then merge to a new document. That
document will have all the addresses in two columns. You can now add
supplementary information to produce the document you intend.

--

Graham Mayor - Word MVP

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


What fields do you have in your Excel table that you are using for a
data source?

donna wrote:
Thanks Doug. I've never used a tqable before. How do I get the
fields into the table? I am getting my data from an Excel file.
This is all foreign to me so I need basic instructions.

Also, in the future, how do I start a new thread. I think I should
have done that for my question, but I didn't know how.
Donna

"Doug Robbins - Word MVP" wrote:

Put the merge fields in the cells of a one row table with nothing
else in the main document. Then when you execute the merge to a
new document you will get the layout that you want.

--
Hope this helps.

Please reply to the newsgroup unless you wish to avail yourself of
my services on a paid consulting basis.

Doug Robbins - Word MVP

"donna" wrote in message
...
I am trying to learn how to use this. How do I start a new
thread? I have
a question about mail merge, but I don't even know how to start a
thread in
order to ask it. Can you please tell me how to start a new
thread.

My question about mail merge is: I writing a directory on names
an address
with two columns per page. I want the name to be followed by the
address, but some adresses have two line to them. Therefore the
names don't alsways
match up on both columns. I think I need it to add an extra blank
line for
the names that have one address line. How do I do that?

"raj" wrote:

I am using Outlook 2000 SR1 and Word 2000 SR1.

I have an email message that I need to send to everyone in my
contacts folder. So I tried Mail Merge. The body of my
message contains some formatted text and also few images. I
changed my Outlook's Mail Format as HTML and MSWord as my email
editor. When I send the messages through mail merge, the
receiver's mail is in plain text. I also tried "Includepicture"
field for images. Still don't work with mail merge.

But, when I send a mail individually to them, the receiver
receives the mail in HTML format.

I also checked the recipient's property "Send email using plain
text only" and it is checked OFF.

Can some one please suggest me how to mail merge the formatted
contents?

I still don't understand. I go into mail merge. I select "directory" as the
document. At select recipients, I select my excel file by clicking on
"browse". A window comes up that says "select Table" I click on the first
one, "test$". It displays my file, I click OK. I click on the "colum"
button up top and click on 2 columns. I then click "arrange your directory",
"more items" and select the fields I need. I then arrange them so each
field is under the previous one( name on top, street, street 2, then city etc
on bottom.)_Next I highlight "name, street and street 2. I then go into
"format" and select "paragraph" then "lines and page breaks" . I click on
"keep lines together" and "keep with next". Non of the other options in
"pagination" are selected. Then I click "OK" I then place the cursor
immediately after "city" and hit enter twice(so it will skip before the next
name. Then I click on "Preview your directory", "complete your merge" then
"to new document".

The problem is that if someone has 2 address lines, and the name adjacent
to them in the 2nd column has 1 address line, the the subsequent names in
each column are not aligned on the same line. The 2nd name in column 1 will
be one line lower then the 2nd name in column 2. In the following example I
want John Smith and Barbara Smith to be on the same line.

ie.
Jane Doe John doe
123 main st 456 Main St
box 3 lincoln, NB
lincoln, NB
Barbara Smith
John Smith 555 main st
444 main st lincoln NB
lincoln NB

So, I think you are telling me to do something with a table. But I'm
confused there. I click on "table" at several times during the merge
process, but I can't seem to figure it out. Most of the time most of the
options in "table" are not even highlighted, which I think means I don't have
a table. I don't know how to create a table, and once I have one I don't
know what to do with it.

Please instuct me giving each step in detail(telling me what to click and
when). I've never worked with "table" before.

Thanks for all of your time!!
donna
"Graham Mayor" wrote:

The Excel file already is a table. The link was merely to show what the
format of the table should look like in order fopr it work as a data source.

--

Graham Mayor - Word MVP

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


donna wrote:
I tried comvertingthe excel file to a table but I couldn't do it. I
had no idea what the instructions were talking about
inwww.gmayor.com/convert_labels_into_mail_merge.htm.

Can anyone else help?

"Graham Mayor" wrote:

For some basic information on merging - see
http://www.gmayor.com/mail_merge_lab...th_word_xp.htm Labels are
arguably the most complex merges, but all merges are essentially
similar.

Doug is talking about setting the merge document type to Directory
with your merge fields in the columns of a single row table. Merging
such a document will produce a table, similar to that shown in
http://www.gmayor.com/convert_labels...mail_merge.htm

How easy it will be to create the type of directory you want will be
largely determined by the number of fields you have in your Excel
file to depict the addresses. You need a column there for each line
of the address, whether or not it has content.

If you set up your merge document as having two columns, and set the
document type to directory. Insert the fields for a single entry at
the top of the first column then merge to a new document. That
document will have all the addresses in two columns. You can now add
supplementary information to produce the document you intend.

--

Graham Mayor - Word MVP

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


What fields do you have in your Excel table that you are using for a
data source?

donna wrote:
Thanks Doug. I've never used a tqable before. How do I get the
fields into the table? I am getting my data from an Excel file.
This is all foreign to me so I need basic instructions.

Also, in the future, how do I start a new thread. I think I should
have done that for my question, but I didn't know how.
Donna

"Doug Robbins - Word MVP" wrote:

Put the merge fields in the cells of a one row table with nothing
else in the main document. Then when you execute the merge to a
new document you will get the layout that you want.

--
Hope this helps.

Please reply to the newsgroup unless you wish to avail yourself of
my services on a paid consulting basis.

Doug Robbins - Word MVP

"donna" wrote in message
...
I am trying to learn how to use this. How do I start a new
thread? I have
a question about mail merge, but I don't even know how to start a
thread in
order to ask it. Can you please tell me how to start a new
thread.

My question about mail merge is: I writing a directory on names
an address
with two columns per page. I want the name to be followed by the
address, but some adresses have two line to them. Therefore the
names don't alsways
match up on both columns. I think I need it to add an extra blank
line for
the names that have one address line. How do I do that?

"raj" wrote:

I am using Outlook 2000 SR1 and Word 2000 SR1.

I have an email message that I need to send to everyone in my
contacts folder. So I tried Mail Merge. The body of my
message contains some formatted text and also few images. I
changed my Outlook's Mail Format as HTML and MSWord as my email
editor. When I send the messages through mail merge, the
receiver's mail is in plain text. I also tried "Includepicture"
field for images. Still don't work with mail merge.

But, when I send a mail individually to them, the receiver
receives the mail in HTML format.

I also checked the recipient's property "Send email using plain
text only" and it is checked OFF.

Can some one please suggest me how to mail merge the formatted
contents?

Forget all about tables - you are on the right track.

I think what you are saying is that some records don't have Street2 and Word
closes up the gap? In that case you need to put something on the line in
place of the field to maintain the spacing.
A conditional field to place a space when there is no data should do the
trick eg
Press CTRL+F9 for each of the field boundary pairs and type the rest -
ALT+F9 toggles between the views.

If it is Street2 that is sometimes empty, then at the end of the last line
of your field entries for each record insert
{IF{Mergefield Street2} = "" "
"}

thus something along the lines of

{Mergefield Name}
{Mergefield Street1}
{Mergefield Street2}
{Mergefield City}
{Mergefield State}{Mergefield Zip}{IF{Mergefield Street2} = "" "
"}


--

Graham Mayor - Word MVP

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


This will force an extra line between the records when Street2 is empty, but
is ignored when it has content

--

Graham Mayor - Word MVP

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



donna wrote:
I still don't understand. I go into mail merge. I select "directory"
as the document. At select recipients, I select my excel file by
clicking on "browse". A window comes up that says "select Table" I
click on the first one, "test$". It displays my file, I click OK. I
click on the "colum" button up top and click on 2 columns. I then
click "arrange your directory", "more items" and select the fields I
need. I then arrange them so each field is under the previous one(
name on top, street, street 2, then city etc on bottom.)_Next I
highlight "name, street and street 2. I then go into "format" and
select "paragraph" then "lines and page breaks" . I click on "keep
lines together" and "keep with next". Non of the other options in
"pagination" are selected. Then I click "OK" I then place the
cursor immediately after "city" and hit enter twice(so it will skip
before the next name. Then I click on "Preview your directory",
"complete your merge" then "to new document".

The problem is that if someone has 2 address lines, and the name
adjacent
to them in the 2nd column has 1 address line, the the subsequent
names in each column are not aligned on the same line. The 2nd name
in column 1 will be one line lower then the 2nd name in column 2. In
the following example I want John Smith and Barbara Smith to be on
the same line.

ie.
Jane Doe John doe
123 main st 456 Main St
box 3 lincoln, NB
lincoln, NB
Barbara Smith
John Smith 555 main st
444 main st lincoln NB
lincoln NB

So, I think you are telling me to do something with a table. But I'm
confused there. I click on "table" at several times during the merge
process, but I can't seem to figure it out. Most of the time most of
the options in "table" are not even highlighted, which I think means
I don't have a table. I don't know how to create a table, and once
I have one I don't know what to do with it.

Please instuct me giving each step in detail(telling me what to click
and when). I've never worked with "table" before.

Thanks for all of your time!!
donna
"Graham Mayor" wrote:

The Excel file already is a table. The link was merely to show what
the format of the table should look like in order fopr it work as a
data source.

--

Graham Mayor - Word MVP

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


donna wrote:
I tried comvertingthe excel file to a table but I couldn't do it. I
had no idea what the instructions were talking about
inwww.gmayor.com/convert_labels_into_mail_merge.htm.

Can anyone else help?

"Graham Mayor" wrote:

For some basic information on merging - see
http://www.gmayor.com/mail_merge_lab...th_word_xp.htm Labels
are arguably the most complex merges, but all merges are
essentially similar.

Doug is talking about setting the merge document type to Directory
with your merge fields in the columns of a single row table.
Merging such a document will produce a table, similar to that
shown in http://www.gmayor.com/convert_labels...mail_merge.htm

How easy it will be to create the type of directory you want will
be largely determined by the number of fields you have in your
Excel file to depict the addresses. You need a column there for
each line of the address, whether or not it has content.

If you set up your merge document as having two columns, and set
the document type to directory. Insert the fields for a single
entry at the top of the first column then merge to a new document.
That document will have all the addresses in two columns. You can
now add supplementary information to produce the document you
intend.

--

Graham Mayor - Word MVP

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


What fields do you have in your Excel table that you are using for
a data source?

donna wrote:
Thanks Doug. I've never used a tqable before. How do I get the
fields into the table? I am getting my data from an Excel file.
This is all foreign to me so I need basic instructions.

Also, in the future, how do I start a new thread. I think I
should have done that for my question, but I didn't know how.
Donna

"Doug Robbins - Word MVP" wrote:

Put the merge fields in the cells of a one row table with nothing
else in the main document. Then when you execute the merge to a
new document you will get the layout that you want.

--
Hope this helps.

Please reply to the newsgroup unless you wish to avail yourself
of my services on a paid consulting basis.

Doug Robbins - Word MVP

"donna" wrote in message
...
I am trying to learn how to use this. How do I start a new
thread? I have
a question about mail merge, but I don't even know how to start
a thread in
order to ask it. Can you please tell me how to start a new
thread.

My question about mail merge is: I writing a directory on names
an address
with two columns per page. I want the name to be followed by
the address, but some adresses have two line to them.
Therefore the names don't alsways
match up on both columns. I think I need it to add an extra
blank line for
the names that have one address line. How do I do that?

"raj" wrote:

I am using Outlook 2000 SR1 and Word 2000 SR1.

I have an email message that I need to send to everyone in my
contacts folder. So I tried Mail Merge. The body of my
message contains some formatted text and also few images. I
changed my Outlook's Mail Format as HTML and MSWord as my email
editor. When I send the messages through mail merge, the
receiver's mail is in plain text. I also tried "Includepicture"
field for images. Still don't work with mail merge.

But, when I send a mail individually to them, the receiver
receives the mail in HTML format.

I also checked the recipient's property "Send email using plain
text only" and it is checked OFF.

Can some one please suggest me how to mail merge the formatted
contents?