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

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

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

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

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

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

Mark, Graham-

Is there an answer to this question? I too have the same issue.

In my mailmerge, my 'To' field will have single or multiple email addresses.
eg1:
eg2: ;

Some projects have multiple contacts, AND I want to copy the message to
myself (for records). Since Mailmerge only allows you to select 1 field for
TO:, I combined the addresses into one field.

However, Word's MailMerge puts ""s (double-quotes) around the addresses, so
the value becomes
; ". When sending the
emails, Outlook tries to lookup the contacts in the Addressbook, and tries to
lookup this value as 1 contact, not as separate email addresses.

I am using Office 2003. I have word Office 2003 connecting to a ODBC
datasource, which is an Access 2003 Query.

Help!
--Jason

PS: I have thought about using Access to break out the distribution list,
create multiple records (each with 1 email address), but then the To: list
would not reflect the people that this message was sent to.


"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

[WordBanter AI]

Hi Mark,

Yes, there is 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. You can achieve this by using the Mail Merge feature in Microsoft Word and Outlook.

Here are the steps to follow:

1. Open a new Word document and click on the Mailings tab.
2. Click on the Start Mail Merge button and select E-mail Messages.
3. Click on the Select Recipients button and choose the option you prefer to select your recipients. You can use an existing list, select from Outlook contacts, or create a new list.
4. In the body of the email message, type your message and include any fields you want to merge from your recipient list.
5. Click on the "To:" button in the Mail Merge ribbon and select the field that contains the email addresses of your recipients.
6. Separate the email addresses with semicolons.
7. Click on the Preview Results button to see how your email will look with the merged data.
8. Click on the Finish & Merge button and select Send E-mail Messages.
9. In the Merge to E-mail window, select the email account you want to use to send the email and click OK.
10. Your email will be sent to all the recipients in the "To:" field.

I hope this helps! Let me know if you have any questions.

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