Microsoft Word Merge

As an editor for a few newsletters, I write to readers who write or complete feedback surveys. One of the newsletters gets several hundreds of responses with every issue. If that sounds overwhelming, the first issue alone got over 1000 responses! I use a few methods for handling large email jobs and use whichever depending on the mood. This one covers Word merge.

Anyone who has used Word's merge features for letters and envelopes can do this using the same method by choose "E-mail messages" as the document type instead of the others. It works seamlessly with Outlook. Although, the help file indicates email merge works with any MAPI-compatible email program.

Information on merging Word docs with other email apps such as Eudora, Mozilla, and Pegasus is non-existent. If you know something, please comment.

Here are the steps for mail merge with Word, Excel, and Outlook done in Office XP (2002):

Create a basic letter template with the standard elements found in every letter. Such as the introduction, closing, and maybe a paragraph. We'll call this Template.doc.

Also, most surveys have first and last name in the same column rather than as two separate columns. If this is the case as it is in this example, you can split it up with this trick. Insert five blank columns after the Name column. Select the Name column > Data > Text to Columns > Delimited > Next > Untick 'Tab' and Tick 'Space' > Next > Finish > OK (to replace columns).

We enter five blank columns because some people put names like John J. R. Doe, Jr., which takes up five columns. Better safe. After it's done, you can delete the extra columns. Give the columns the correct heading names (FirstName, LastName).

Open new Word document (yes, you could use an existing document, but I'd rather mess up a fresh one than an existing one).

Tools > Letters and Mailings > Mail Merge Wizard

In Select document type, check "E-mail messages"Click "Next: Starting document."In Select starting document, check "Start from existing document."

Select the generic letter template aka Template.doc. If this is not in the list, select "(More files...)" to find the document.

Click "Next: Select receipients."

In Select receipients, check "Use an existing list." In Use an existing list, select "Browse." Browse for the Excel file with the data > click on the file > Open. Click OK > OK (you can select data like blank lines to omit from the mail merge). Note: Make sure Excel has only one tab in use (worksheet) otherwise it gets messy.

Click "Next: Write your letter." Add the fields into the letter. In this case, we'll use "FirstName." Add it from the Mail Merge toolbar - it's the icon to the left of "Insert Word Field." To get the toolbar, click Tools > Letters and Mailings > Show Mail Merge Toolbar.

Click "Next: Preview your letter." Follow the steps based on your needs. Here is where you can personalize each letter. OR, you can do what I do. I have Outlook set so that it won't automatically send anything. In this case, all the emails go in the OUTBOX. I move them into DRAFTS where I personalize each one and hit send so they go back into the OUTBOX ready to go.

Click "Next: Complete the merge." (With preview) Here you can test to make sure messages show up correctly by clicking "Editing individual letters."

Click "Next: Complete the merge." (Without preview and send the email). Warning - when you start this process, it sends the emails right away. It does NOT wait till you click Send. Click on "Merge to E-mail" icon (second from the right in the Mail Merge toolbar).

It'll ask for the subject line (see notes below) and you enter the info. From the "Mail format" drop-down, select "Plain text" or "HTML." [Note: If nothing happens... No error message... The emails don't go out... then try selecting "Plain text." Also, Outlook should be your default email app.

When using "Plain Text," you may get popups saying "A program is trying to automatically send e-mail on your behalf..." for every email sent.] You can prevent Outlook from sending the emails by going to Tools > Options > Mail Setup > Untick "Send immediately when connected." If you can do this, then you can customize each email by going into the Outbox and editing the emails. If you can't do this, go to the next paragraph.

If you cancel in the middle of the process, it will still send the emails you've done anyway even the canceled one. Cancel has no meaning in the process.

It isn't a pretty process, but there are other options that work better.

Meryl K. Evans is the Content Maven behind meryl's notes, eNewsletter Journal, and The Remediator Security Digest. She is also a PC Today columnist and a tour guide at InformIT. She is geared to tackle your editing, writing, content, and process needs. The native Texan resides in Plano, Texas, a heartbeat north of Dallas, and doesn't wear a 10-gallon hat or cowboy boots.