Peter,
I did get Mail Merge to successfully send me an email with the Word
document embedded in the body of the email rather than as an attachment. I
will have to go take another look at how things are set up on the systems
that use the Cactus program (there are 7 and they all send these letters and
they all are sending them as attachments now) and see if I can find the
setting for them to send them embedded rather than attached. Thank you very
much for looking into this with me since I haven't ever used this kind of
function in Word. Hopefully, I will be able to figure out what the deal is
and have them sending them correctly again.
Again, thank you very much - it really is appreciated,
Jon
"Peter Jamieson" wrote in message
...
I don't see any kind of check box or radio button or whatever where I can
tell it to merge as an attachment or not. I don't see anything in
Outlook either.
OK, if you mailmerge starting from Word, when you select the Merge to
Email option, you get to specify
a. the column in the data source to use as the email address
b. the format (plain text, attachment, HTML)
c. the subject (which is just a pice of plain text)
If you experiment starting from Word 2003 (forgetting about Cactus for
now) I suggest that you enable the Mailmerge toolbar via Word
View-Toolbars. Then the first few buttons are concerned with the type of
email you want to do, the data source, and inserting various types of
field. Towards the right hand end of the toolbar, you should see optins
for merging to email, file, and printer.
(FWIW one of the great things about testing email stuff is that you can
always email yourself).
Have a look at that for now and if that's all straightforward, maybe we an
look at the issue of how to get the cactus stuff to do what you need.
Otherwise maybe you can try to say where you get stuck.
--
Peter Jamieson
http://tips.pjmsn.me.uk
"Jon" wrote in message
...
Peter,
Thank you very much for your Reply. It really is appreciated. Your
assumptions are correct with what I was saying in my previous post. The
'technicians I spoke to' does refer to Cactus Techs and they are telling
me that their program - Cactus - does not control the way the letters
are merged into Outlook. It's either Outlook itself or Word that
dictates whether or not it's mergerd as an attachment or in the body of
the email. Now, I haven't ever used Cactus before (I just got elected to
fix this) so I am not sure where I am to look yet. My first thought
after getting this info from Cactus is to look at how any 'merge'
functionality in Word gets configured and I don't see any kind of check
box or radio button or whatever where I can tell it to merge as an
attachment or not. I don't see anything in Outlook either. That's using
Office 2003 by the way. But, that's the question I am looking to have
answered - where can I tell Word and/or Outlook to merge the letters into
the body of the email. I'll again try to construct the test email and
see what I get. It didn't work for me the first time so I'll go through
and work on it again. No, I am not a Word expert either and have never
used this function before - which is why I am here to ask questions.
Again, thank you very much for responding to me -
Jon
"Peter Jamieson" wrote in message
...
My company uses a program called Cactus which uses a Word Mail
Merge function to send letters to our clients. I have spoken to the
technicians of the program and am assured that there is no setting for
this in the system and that it is a Word function. The deal is - for a
long time the Mail Merge of these letters would be sent as the body of
the email. Now, they are sent as an attachment and not everyone can
read them since they don't all use Microsoft Office and be able to open
a Word attachment. Is there a setting in the Mail Merge function that
tells the letter to go in as the email body instead of an attachment
and if so where is it?
OK, it's difficult from what you're saying to understand what this
means:
I have spoken to the technicians of the program and am assured that
there is no setting for this in the system and that it is a Word
function.
Assuming that what they are saying is that there is nothing in /their/
system that lets you define what format your e-mails should go out in
(is that assumption correct?) then
a. something in a part of your system that they do not control is
determining what format to use
b. something has changed.
Yes, Word Mailmerge can merge to e-mail in one of three formats:
c. Plain text: the content of your mail merge main document is rendered
as plain text and inserted as the body of a plain text e-mail
d. Attachment: the content of your mail merge main document is rendered
as a Word document and attached to an e-mail that has a completely blank
message body
e. HTML: the content of your mail merge main document is rendered as a
MIME format e-mail that will probably appear as the body of the message
in some e-mail clients.
Things that might have changed include:
f. your default email package has been changed to one that does not
support HTML (AFAIK you need to merge via the full Outlook to have
HTML-format message bodies - no other email client does it)
g. your Word mail merge main documents are set up with the output
destination and format predefined, but a change in the way Word works
now means that one or more of those definitions are discarded and some
other default defintion (i.e. "use an attachment") is used.
IMO both (f) and (g) are both possible, especially given one or two
recent changes to Word, but it's difficult to know how to determine the
cause. I wouldn't discount the possibility that "the technicians" are
reassuring but wrong, either.
Some starting points...
a. are there any options in the Cactus system that let you specify the
merge format, or the email client to use?
b. who creates the word template/skeleton documents that you are using?
yourselves/
c. can you check that your default mail program in Windows is still
Outlook?
d. forgetting about the cactus system altogether, what happens if you
try to construct a test merge to e-mail, using HTML format (e.g. send it
to yourself)?
--
Peter Jamieson
http://tips.pjmsn.me.uk
"Jon" wrote in message
...
My company uses a program called Cactus which uses a Word Mail
Merge function to send letters to our clients. I have spoken to the
technicians of the program and am assured that there is no setting for
this in the system and that it is a Word function. The deal is - for a
long time the Mail Merge of these letters would be sent as the body of
the email. Now, they are sent as an attachment and not everyone can
read them since they don't all use Microsoft Office and be able to open
a Word attachment. Is there a setting in the Mail Merge function that
tells the letter to go in as the email body instead of an attachment
and if so where is it?
Any help would be greatly appreciated -
Jon