[aedcone]

I am the event secretary for a dog club. I receive entries for our shows. I
have created an Excel file that will be used as my data source. With this
being said, I would like to to know how to do the following, as I am not
quite understanding/following the nuances of Word 2007 when it comes to mail
merge:

How do I send an email that contains specific information grabbed from my
Excel data source. The specific information will be sent to only a specific
personal, not everyone in my data source; i.e.: XXXX has entered her dog
named XXXX, whose registration number is XXXX, in class XXXX, show XXXX. How
do I set this up?

[Doug Robbins - Word MVP]

In Word, go to the Mailings tab of the Ribbon and in the Start Mail Merge
section, click on Start Mail Merge and select the type of merge that you
want to create. Assuming that it is a letter, then you would select
Letters.

Next, from the same section of the Ribbon, click on the Select Recipients
item and then navigate to your Excel workbook that contains the data. On
the sheet in that workbook that contains the data the cells in the first row
must contain the field names such as Entrant, Address, Dog Name,
Registration Number, Class, Show, etc and the data for each entrant must be
in the following rows.

There is a fully detailed description of the process at
http://office.microsoft.com/en-us/wo...819761033.aspx

Here is a very much cut down version that covers the basics:

By using the Insert Merge Field item in the Write & Insert Fields section of
the Ribbon, insert the necessary merge fields into the text of your letter
in the required places.

Now, if you only want to send the letter to some of the entrants, click on
the Edit Recipient List item in the Start Mail Merge section and in the
dialog that appears, click on the check mark in the top border to uncheck
all of the recipients and then place a check mark in the box for each one to
whom you want to whom you want to send the letter, or, you can just uncheck
the boxes for those to whom you do not want to send the letter.

Finally, the execute the merge, click on the Finish & Merge item in the
Finish section of the ribbon and there, by selecting Edit Individual
Documents, you can execute the merge to a new document, which will contain a
letter for each of the entrants to whom you want one to be sent, or you can
execute the merge directly to the Printer or to e-mail. After selecting the
destination from the above choices, select the All radio button in the Merge
to (Destination) box that appears and then click on OK.

If you only want to send the letter to one person, instead of going via the
Edit Recipient List as mentioned above, you can click on the Preview Results
button in the Preview Results section of the Ribbon and then using the arrow
keys in the adjoining section of the ribbon, you can iterate through the
records in the data source until you find the entrant to whom you want to
send the letter and then Print the document when you are at the required
record.

--
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, originally posted via msnews.microsoft.com

"aedcone" wrote in message
...
I am the event secretary for a dog club. I receive entries for our shows.
I
have created an Excel file that will be used as my data source. With this
being said, I would like to to know how to do the following, as I am not
quite understanding/following the nuances of Word 2007 when it comes to
mail
merge:

How do I send an email that contains specific information grabbed from my
Excel data source. The specific information will be sent to only a
specific
personal, not everyone in my data source; i.e.: XXXX has entered her dog
named XXXX, whose registration number is XXXX, in class XXXX, show XXXX.
How
do I set this up?

[aedcone]

I went into Outlook and created a new contacts list based on the emails in my
Excel file. I successfully merged... the downside is the following:
1. subject field of the email was blank (no text)
2. the email address was from the wrong email account

How to I rectify the above?

"aedcone" wrote:

I am the event secretary for a dog club. I receive entries for our shows. I
have created an Excel file that will be used as my data source. With this
being said, I would like to to know how to do the following, as I am not
quite understanding/following the nuances of Word 2007 when it comes to mail
merge:

How do I send an email that contains specific information grabbed from my
Excel data source. The specific information will be sent to only a specific
personal, not everyone in my data source; i.e.: XXXX has entered her dog
named XXXX, whose registration number is XXXX, in class XXXX, show XXXX. How
do I set this up?

[Doug Robbins - Word MVP]

Sorry, I missed the Email in the title of your original message.

If you have the e-mail addresses in the data source, you can then execute
the merge to E-mail in which case, the Merge to E-mail dialog box will
appear in which you can select the field in the data source that contains
the e-mail addresses and enter a Subject line to be used in the messages and
select the format for the messages.
--
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, originally posted via msnews.microsoft.com

"aedcone" wrote in message
...
I went into Outlook and created a new contacts list based on the emails in
my
Excel file. I successfully merged... the downside is the following:
1. subject field of the email was blank (no text)
2. the email address was from the wrong email account

How to I rectify the above?

"aedcone" wrote:

I am the event secretary for a dog club. I receive entries for our shows.
I
have created an Excel file that will be used as my data source. With
this
being said, I would like to to know how to do the following, as I am not
quite understanding/following the nuances of Word 2007 when it comes to
mail
merge:

How do I send an email that contains specific information grabbed from my
Excel data source. The specific information will be sent to only a
specific
personal, not everyone in my data source; i.e.: XXXX has entered her dog
named XXXX, whose registration number is XXXX, in class XXXX, show XXXX.
How
do I set this up?

[aedcone]

Thanks Doug. I got as far as the pop-up window, typed in the text into the
subject field for the email and selected the format for the message click on
finish. and it did work... My only problem is that I have multiple (6)
email accounts and the email account that is sending out these emails is not
the correct account. Is there a way to be sure that the email is being sent
from the correct account?


"Doug Robbins - Word MVP" wrote:

Sorry, I missed the Email in the title of your original message.

If you have the e-mail addresses in the data source, you can then execute
the merge to E-mail in which case, the Merge to E-mail dialog box will
appear in which you can select the field in the data source that contains
the e-mail addresses and enter a Subject line to be used in the messages and
select the format for the messages.
--
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, originally posted via msnews.microsoft.com

"aedcone" wrote in message
...
I went into Outlook and created a new contacts list based on the emails in
my
Excel file. I successfully merged... the downside is the following:
1. subject field of the email was blank (no text)
2. the email address was from the wrong email account

How to I rectify the above?

"aedcone" wrote:

I am the event secretary for a dog club. I receive entries for our shows.
I
have created an Excel file that will be used as my data source. With
this
being said, I would like to to know how to do the following, as I am not
quite understanding/following the nuances of Word 2007 when it comes to
mail
merge:

How do I send an email that contains specific information grabbed from my
Excel data source. The specific information will be sent to only a
specific
personal, not everyone in my data source; i.e.: XXXX has entered her dog
named XXXX, whose registration number is XXXX, in class XXXX, show XXXX.
How
do I set this up?

[Graham Mayor]

Unless you are prepared to develop your own vba solution, you must set the
account you wish to use as your default account before running the merge. An
alternative (at a price) would be to use MAPILab's Mailmerge toolkit add-in
for Outlook http://www.mapilab.com/outlook/mail_merge/ which gives you the
option to choose the account.

--

Graham Mayor - Word MVP

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



"aedcone" wrote in message
...
Thanks Doug. I got as far as the pop-up window, typed in the text into
the
subject field for the email and selected the format for the message click
on
finish. and it did work... My only problem is that I have multiple (6)
email accounts and the email account that is sending out these emails is
not
the correct account. Is there a way to be sure that the email is being
sent
from the correct account?


"Doug Robbins - Word MVP" wrote:

Sorry, I missed the Email in the title of your original message.

If you have the e-mail addresses in the data source, you can then execute
the merge to E-mail in which case, the Merge to E-mail dialog box will
appear in which you can select the field in the data source that contains
the e-mail addresses and enter a Subject line to be used in the messages
and
select the format for the messages.
--
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, originally posted via msnews.microsoft.com

"aedcone" wrote in message
...
I went into Outlook and created a new contacts list based on the emails
in
my
Excel file. I successfully merged... the downside is the following:
1. subject field of the email was blank (no text)
2. the email address was from the wrong email account

How to I rectify the above?

"aedcone" wrote:

I am the event secretary for a dog club. I receive entries for our
shows.
I
have created an Excel file that will be used as my data source. With
this
being said, I would like to to know how to do the following, as I am
not
quite understanding/following the nuances of Word 2007 when it comes
to
mail
merge:

How do I send an email that contains specific information grabbed from
my
Excel data source. The specific information will be sent to only a
specific
personal, not everyone in my data source; i.e.: XXXX has entered her
dog
named XXXX, whose registration number is XXXX, in class XXXX, show
XXXX.
How
do I set this up?