[neil154]

I am using Office 2007 with Vista 64.

I sent a mail merge yesterday to 1026 contacts by selecting the contacts by
category. The mail merge sent only 981 emails. In the contacts selected
there are 25 that do not have an email address so I would have expected 1001
emails to be sent. I looked at the some of the contacts that did not get
included and their email addresses look fine.

The steps I used we viewed my contacts by category and then selected the
category that I wanted to use for the merge,. Then went to Tools\mail merge.
I checked "only selected contacts" and existing document (I do not use any
fields in the merge like last name etc.), form letter & E-mail and that was
really all I had to do. Word opened up and then I told word "finish & Merge.
I told
Word to use "email" and then said all for the records. Also, as I said
earlier I did already say that 25 of the contacts did not have a email
address so I obviously did not expect those people to get emails. but the
other 20 contacts that did not get the email had email addresses (and they
are good email addresses). I did a quick test and sent a test email to 5
contacts (one of which did not get included in the larger merge and all 5 of
the contacts were included in the test merge.


Does anyone have an idea on why this occurred and how I can make it work for
100% of the selected contacts?

[Peter Jamieson]

Are all the contacts listed in Edit Recipients - i.e. do they disappear
"before they even get to Word", or are they present "in Word" and disappear
only when you merge?

Peter Jamieson
"neil154" wrote in message
...
I am using Office 2007 with Vista 64.

I sent a mail merge yesterday to 1026 contacts by selecting the contacts
by
category. The mail merge sent only 981 emails. In the contacts selected
there are 25 that do not have an email address so I would have expected
1001
emails to be sent. I looked at the some of the contacts that did not get
included and their email addresses look fine.

The steps I used we viewed my contacts by category and then selected
the
category that I wanted to use for the merge,. Then went to Tools\mail
merge.
I checked "only selected contacts" and existing document (I do not use any
fields in the merge like last name etc.), form letter & E-mail and that
was
really all I had to do. Word opened up and then I told word "finish &
Merge.
I told
Word to use "email" and then said all for the records. Also, as I said
earlier I did already say that 25 of the contacts did not have a email
address so I obviously did not expect those people to get emails. but the
other 20 contacts that did not get the email had email addresses (and they
are good email addresses). I did a quick test and sent a test email to 5
contacts (one of which did not get included in the larger merge and all 5
of
the contacts were included in the test merge.


Does anyone have an idea on why this occurred and how I can make it work
for
100% of the selected contacts?

[neil154]

I don't follow what you are saying. When the Outlook mailmerge comes up I
have already highlighted the group that I want to send to and therefore I
tell the merge to use the "only selected contacts" after that there is no
opportunity to Edit recipients. If you can further explain I will try to
answer.

"Peter Jamieson" wrote:

Are all the contacts listed in Edit Recipients - i.e. do they disappear
"before they even get to Word", or are they present "in Word" and disappear
only when you merge?

Peter Jamieson
"neil154" wrote in message
...
I am using Office 2007 with Vista 64.

I sent a mail merge yesterday to 1026 contacts by selecting the contacts
by
category. The mail merge sent only 981 emails. In the contacts selected
there are 25 that do not have an email address so I would have expected
1001
emails to be sent. I looked at the some of the contacts that did not get
included and their email addresses look fine.

The steps I used we viewed my contacts by category and then selected
the
category that I wanted to use for the merge,. Then went to Tools\mail
merge.
I checked "only selected contacts" and existing document (I do not use any
fields in the merge like last name etc.), form letter & E-mail and that
was
really all I had to do. Word opened up and then I told word "finish &
Merge.
I told
Word to use "email" and then said all for the records. Also, as I said
earlier I did already say that 25 of the contacts did not have a email
address so I obviously did not expect those people to get emails. but the
other 20 contacts that did not get the email had email addresses (and they
are good email addresses). I did a quick test and sent a test email to 5
contacts (one of which did not get included in the larger merge and all 5
of
the contacts were included in the test merge.


Does anyone have an idea on why this occurred and how I can make it work
for
100% of the selected contacts?

[Peter Jamieson]

When you initiate the merge from Outlook, Outlook
a. exports the contact information that you specified to a file
b. starts Word
c. sets up Word to use the exported file as a data source

At that point, you should be looking at a Word document. (Let us know if
that is not the case because none of the following will make any sense)

In Word, you can look at the list of recipients. How to do that depends
on the version of Word. If it's 2003 or 2002, you can enable the Mail
merge toolbar using View-Toolbars. Then you can use the third button on
that toolbar to view the recipients.

So...
a. there are the recipients you selected in Outlook
b. there are the recipients Outlook exported
c. there are the recipients that you see in Word's "Edit recipients"
d. there are the recipients that Word actually merges to
e. (I will try not to go on...)

All these should be the same, except for the fact that, as you say,
recipients without email addresses cannot be successfully emailed.

Peter Jamieson

http://tips.pjmsn.me.uk

neil154 wrote:
I don't follow what you are saying. When the Outlook mailmerge comes up I
have already highlighted the group that I want to send to and therefore I
tell the merge to use the "only selected contacts" after that there is no
opportunity to Edit recipients. If you can further explain I will try to
answer.

"Peter Jamieson" wrote:

Are all the contacts listed in Edit Recipients - i.e. do they disappear
"before they even get to Word", or are they present "in Word" and disappear
only when you merge?

Peter Jamieson
"neil154" wrote in message
...
I am using Office 2007 with Vista 64.

I sent a mail merge yesterday to 1026 contacts by selecting the contacts
by
category. The mail merge sent only 981 emails. In the contacts selected
there are 25 that do not have an email address so I would have expected
1001
emails to be sent. I looked at the some of the contacts that did not get
included and their email addresses look fine.

The steps I used we viewed my contacts by category and then selected
the
category that I wanted to use for the merge,. Then went to Tools\mail
merge.
I checked "only selected contacts" and existing document (I do not use any
fields in the merge like last name etc.), form letter & E-mail and that
was
really all I had to do. Word opened up and then I told word "finish &
Merge.
I told
Word to use "email" and then said all for the records. Also, as I said
earlier I did already say that 25 of the contacts did not have a email
address so I obviously did not expect those people to get emails. but the
other 20 contacts that did not get the email had email addresses (and they
are good email addresses). I did a quick test and sent a test email to 5
contacts (one of which did not get included in the larger merge and all 5
of
the contacts were included in the test merge.


Does anyone have an idea on why this occurred and how I can make it work
for
100% of the selected contacts?

[neil154]

Okay, I am using Outlook/Word 2007. I found what you are telling me. Since
I am sending 1026 mail merges it will take me some time to figure out which
ones are being dropped and where they are being dropped. Once I figure
things out I will get back to you. Thanks

"Peter Jamieson" wrote:

When you initiate the merge from Outlook, Outlook
a. exports the contact information that you specified to a file
b. starts Word
c. sets up Word to use the exported file as a data source

At that point, you should be looking at a Word document. (Let us know if
that is not the case because none of the following will make any sense)

In Word, you can look at the list of recipients. How to do that depends
on the version of Word. If it's 2003 or 2002, you can enable the Mail
merge toolbar using View-Toolbars. Then you can use the third button on
that toolbar to view the recipients.

So...
a. there are the recipients you selected in Outlook
b. there are the recipients Outlook exported
c. there are the recipients that you see in Word's "Edit recipients"
d. there are the recipients that Word actually merges to
e. (I will try not to go on...)

All these should be the same, except for the fact that, as you say,
recipients without email addresses cannot be successfully emailed.

Peter Jamieson

http://tips.pjmsn.me.uk

neil154 wrote:
I don't follow what you are saying. When the Outlook mailmerge comes up I
have already highlighted the group that I want to send to and therefore I
tell the merge to use the "only selected contacts" after that there is no
opportunity to Edit recipients. If you can further explain I will try to
answer.

"Peter Jamieson" wrote:

Are all the contacts listed in Edit Recipients - i.e. do they disappear
"before they even get to Word", or are they present "in Word" and disappear
only when you merge?

Peter Jamieson
"neil154" wrote in message
...
I am using Office 2007 with Vista 64.

I sent a mail merge yesterday to 1026 contacts by selecting the contacts
by
category. The mail merge sent only 981 emails. In the contacts selected
there are 25 that do not have an email address so I would have expected
1001
emails to be sent. I looked at the some of the contacts that did not get
included and their email addresses look fine.

The steps I used we viewed my contacts by category and then selected
the
category that I wanted to use for the merge,. Then went to Tools\mail
merge.
I checked "only selected contacts" and existing document (I do not use any
fields in the merge like last name etc.), form letter & E-mail and that
was
really all I had to do. Word opened up and then I told word "finish &
Merge.
I told
Word to use "email" and then said all for the records. Also, as I said
earlier I did already say that 25 of the contacts did not have a email
address so I obviously did not expect those people to get emails. but the
other 20 contacts that did not get the email had email addresses (and they
are good email addresses). I did a quick test and sent a test email to 5
contacts (one of which did not get included in the larger merge and all 5
of
the contacts were included in the test merge.


Does anyone have an idea on why this occurred and how I can make it work
for
100% of the selected contacts?

[neil154]

I did another test mail merge for the samecategory and this time it created
the correct number of emails. So I will have to wait until I see this happen
again.

BTW, whenI tell Outlook to do the mailmerge it opens Word but actually opens
to Word occurrences. One is just a blank occurence and the second is the
mail merge document. Is that the way it is suppose to happen?

"neil154" wrote:

Okay, I am using Outlook/Word 2007. I found what you are telling me. Since
I am sending 1026 mail merges it will take me some time to figure out which
ones are being dropped and where they are being dropped. Once I figure
things out I will get back to you. Thanks

"Peter Jamieson" wrote:

When you initiate the merge from Outlook, Outlook
a. exports the contact information that you specified to a file
b. starts Word
c. sets up Word to use the exported file as a data source

At that point, you should be looking at a Word document. (Let us know if
that is not the case because none of the following will make any sense)

In Word, you can look at the list of recipients. How to do that depends
on the version of Word. If it's 2003 or 2002, you can enable the Mail
merge toolbar using View-Toolbars. Then you can use the third button on
that toolbar to view the recipients.

So...
a. there are the recipients you selected in Outlook
b. there are the recipients Outlook exported
c. there are the recipients that you see in Word's "Edit recipients"
d. there are the recipients that Word actually merges to
e. (I will try not to go on...)

All these should be the same, except for the fact that, as you say,
recipients without email addresses cannot be successfully emailed.

Peter Jamieson

http://tips.pjmsn.me.uk

neil154 wrote:
I don't follow what you are saying. When the Outlook mailmerge comes up I
have already highlighted the group that I want to send to and therefore I
tell the merge to use the "only selected contacts" after that there is no
opportunity to Edit recipients. If you can further explain I will try to
answer.

"Peter Jamieson" wrote:

Are all the contacts listed in Edit Recipients - i.e. do they disappear
"before they even get to Word", or are they present "in Word" and disappear
only when you merge?

Peter Jamieson
"neil154" wrote in message
...
I am using Office 2007 with Vista 64.

I sent a mail merge yesterday to 1026 contacts by selecting the contacts
by
category. The mail merge sent only 981 emails. In the contacts selected
there are 25 that do not have an email address so I would have expected
1001
emails to be sent. I looked at the some of the contacts that did not get
included and their email addresses look fine.

The steps I used we viewed my contacts by category and then selected
the
category that I wanted to use for the merge,. Then went to Tools\mail
merge.
I checked "only selected contacts" and existing document (I do not use any
fields in the merge like last name etc.), form letter & E-mail and that
was
really all I had to do. Word opened up and then I told word "finish &
Merge.
I told
Word to use "email" and then said all for the records. Also, as I said
earlier I did already say that 25 of the contacts did not have a email
address so I obviously did not expect those people to get emails. but the
other 20 contacts that did not get the email had email addresses (and they
are good email addresses). I did a quick test and sent a test email to 5
contacts (one of which did not get included in the larger merge and all 5
of
the contacts were included in the test merge.


Does anyone have an idea on why this occurred and how I can make it work
for
100% of the selected contacts?

[Peter Jamieson]

So I will have to wait until I see this happen
again.

Understood.

BTW, whenI tell Outlook to do the mailmerge it opens Word but
actually opens
to Word occurrences. One is just a blank occurence and the second is
the
mail merge document. Is that the way it is suppose to happen?

I do not think it is the intended behaviour, and it's not what happens
here. However, it is possible that Outlook normally starts Word and
closes it as a preparatory step to verify that Word is actually present,
then starts it again to finish the job. If so, perhaps there are
circumstances in which it fails to close the first copy of Word that it
starts. I don't work for Microsoft so have no way to verify any of that.


Peter Jamieson

http://tips.pjmsn.me.uk

neil154 wrote:
I did another test mail merge for the samecategory and this time it created
the correct number of emails. So I will have to wait until I see this happen
again.

BTW, whenI tell Outlook to do the mailmerge it opens Word but actually opens
to Word occurrences. One is just a blank occurence and the second is the
mail merge document. Is that the way it is suppose to happen?

"neil154" wrote:

Okay, I am using Outlook/Word 2007. I found what you are telling me. Since
I am sending 1026 mail merges it will take me some time to figure out which
ones are being dropped and where they are being dropped. Once I figure
things out I will get back to you. Thanks

"Peter Jamieson" wrote:

When you initiate the merge from Outlook, Outlook
a. exports the contact information that you specified to a file
b. starts Word
c. sets up Word to use the exported file as a data source

At that point, you should be looking at a Word document. (Let us know if
that is not the case because none of the following will make any sense)

In Word, you can look at the list of recipients. How to do that depends
on the version of Word. If it's 2003 or 2002, you can enable the Mail
merge toolbar using View-Toolbars. Then you can use the third button on
that toolbar to view the recipients.

So...
a. there are the recipients you selected in Outlook
b. there are the recipients Outlook exported
c. there are the recipients that you see in Word's "Edit recipients"
d. there are the recipients that Word actually merges to
e. (I will try not to go on...)

All these should be the same, except for the fact that, as you say,
recipients without email addresses cannot be successfully emailed.

Peter Jamieson

http://tips.pjmsn.me.uk

neil154 wrote:
I don't follow what you are saying. When the Outlook mailmerge comes up I
have already highlighted the group that I want to send to and therefore I
tell the merge to use the "only selected contacts" after that there is no
opportunity to Edit recipients. If you can further explain I will try to
answer.

"Peter Jamieson" wrote:

Are all the contacts listed in Edit Recipients - i.e. do they disappear
"before they even get to Word", or are they present "in Word" and disappear
only when you merge?

Peter Jamieson
"neil154" wrote in message
...
I am using Office 2007 with Vista 64.

I sent a mail merge yesterday to 1026 contacts by selecting the contacts
by
category. The mail merge sent only 981 emails. In the contacts selected
there are 25 that do not have an email address so I would have expected
1001
emails to be sent. I looked at the some of the contacts that did not get
included and their email addresses look fine.

The steps I used we viewed my contacts by category and then selected
the
category that I wanted to use for the merge,. Then went to Tools\mail
merge.
I checked "only selected contacts" and existing document (I do not use any
fields in the merge like last name etc.), form letter & E-mail and that
was
really all I had to do. Word opened up and then I told word "finish &
Merge.
I told
Word to use "email" and then said all for the records. Also, as I said
earlier I did already say that 25 of the contacts did not have a email
address so I obviously did not expect those people to get emails. but the
other 20 contacts that did not get the email had email addresses (and they
are good email addresses). I did a quick test and sent a test email to 5
contacts (one of which did not get included in the larger merge and all 5
of
the contacts were included in the test merge.


Does anyone have an idea on why this occurred and how I can make it work
for
100% of the selected contacts?