Send Bulk Email from Microsoft Access using Word & Outlook

Send Customized, Mass Email from Access using a Microsoft Word Mail Merge & Outlook. In this Microsoft Access tutorial, I'll show you how to send bulk email using Microsoft Word and Outlook. You can send nice, HTML-formatted emails to a list of customers with custom data fields. This technique is great for sending invoices, statements, newsletters, and lots more.

I cover many more techniques for sending Email from your Microsoft Access databases (with and WITHOUT using Outlook) in my Access Email Seminar. Find out more here: http://599CD.com/XHHSH9

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Closed Caption:

welcome to another free tip video
brought to you by access learning zone .
com
my name is Richard Ross and in this last
i'm going to show you how to send mass
email using microsoft access database
using outlook to send me emails and
using Microsoft Word to merge the two
take you access data write a document in
Word and then send that out by email to
a bunch of people here i am and
microsoft access
I've got a real simple customer table
first name last name email address is
the important thing and whatever other
fields you want to have in here
I want to send my customers the late
notice with their current balance and i
want to send us by email
so I'm going to click on external data
and then word merge
if you have an existing word document
that you want to use pick the first
option i don't know i'm going to create
a new document i'll hit OK
microsoft word now fires up and i'm in
the mail merge wizard which is what kind
of documents are you working on a pic
email messages
I cover mail merge in depth and
Microsoft Word classes I cover letters
and envelopes and labels and all kinds
of good stuff but today we're going to
focus on email messages
next the starting document we're going
to use the current document which is
currently blank
next select recipients use an existing
list you can pick from your outlook
contacts or you can type in a list what
we already have an existing list
it was sent over from microsoft access
when we click on the word merge button
and access if you want to edit that list
of people just click on edit recipient
list and the list pops up right here
you can turn people on and off with
these little checkboxes here but i'm
going to send it to everybody
of course you can limit that list and
access by simply making a query first
and sending that query to microsoft word
instead of using the whole table
next write your email message
at this point I can come over here and
actually write the email message dear
then I want to put the recipients first
names will come up top and click insert
merge field and then pick first name and
notice the first name merge code goes in
there
dear first name , enter this is to let
you know that you are past due and then
the amount so insert merge field current
balance . please pay promptly sincerely
Richard and you can add formatting if
you want to in here you can select text
you can bold it
you can change the color you can
increase the font size you can insert
pictures & clipart and all kinds of
stuff but I'm going to keep it simple
for right now that's good enough right
now I'm going to come back over to the
right and go preview your email messages
now on this step you will see the actual
data inserted in here right dear
instructor
this will let you know that your past -
now I forgot to put a little dollar sign
in there so i'll click right there and
put a dollar sign because the data is
coming through as raw numbers that's ok
if you want to cycle between the
different recipients you can simply
click on these little buttons here right
there student
there's instructor there's Richard when
you're happy with the way that it looks
click on complete the merge and then
click on electronic mail the merge to
email dialog box pops up
tell word which one of these fields
contains the email address while already
dead there's email address the subject
line
your current statement balance
this is the same unfortunately for
everyone you cannot customize the
subject line that is one of the
limitations of picking this method in my
full access email seminar i will show
you some other techniques that will
allow you to customize all the fields
including the subject line the from
address
and a bcc and a sec and all kinds of
good stuff but this method only allows
one static subject line pick the email
format HTML is what you have to pick if
you want to see all the formatting in
here you can switch at the plain text or
you can set it as an attachment which
means this document will actually get
sent in the email as an attachment that
the user has to open up
i recommend sticking with HTML send all
records and then hit OK
word will now go through and send one
copy of this to each recipient
if you flip over to outlook here's
outlook
now there are some drawbacks to this
method i don't recommend this for very
large email batches if you go over a
couple of hundred it takes a long time
for these two send out because each
entry becomes an item in your outbox and
that made time out some smtp servers and
if you're using a free email service
like gmail or yahoo they may actually
lock your account to send too many
emails so be careful of that also you
can't add attachments to your emails if
you want to attach the files you can
personalize the subject line you can't
add other things like a cc or BCC and
any images that you send are embedded in
the email itself the better technique is
to put the images on a web server and
load those in with it an image link but
if you put a really really big image
inside your email
it can take a while to upload and
download on the other end
however this is a very easy way to send
a batch of email to a small group a few
hundred maybe a thousand depending on
the speed of your computer and your
internet connection you can send
formatted colorful emails with images
links table formatting all kinds of good
stuff and you don't get that nasty
security warning with the gmail if you
try to send it by some other methods
now this is just scratching the tip of
the iceberg is a lot more that you can
do with email and access and I show you
tons of different techniques and tricks
and tips in my full access email seminar
so head over to my website right now
access learning zone . com and look for
the access email seminar if you want to
learn more about how to customize your
email with Microsoft
access I will even teach you a technique
for making your own mail server and so
that you can send email without using
outlook
you can send direct to whatever email
provider you use like gmail and that's
all covered in my email seminar
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