Mail Merge and Bulk Email in MS Word

This presentation shows how to bulk email recipients from MS Word using data from an external one-table database. Each recipient will receive a customised message via email.
Objective:
To send an email to each sales person showing how much product they have sold and a brief comment summarising their performance. Each email is to be customised.
Step 1.
Set up a one table database. Each row is a record except for the first row, which contains the column headers or field names. Each column is a field. For the purposes of this presentation, the table has been created in MS Excel, on a sheet named Main.
The Excel file, named MyData.xlsx, serves as an external database file.
Step 2.
From the MS Word file, a connection is established between Word and the external database. The message is created from within Word and fields are inserted from the external database into the Word document.
Step 3.
The "If ... then... else" rule is applied to produce specific comments depending on a particular field value. The "Skip record if" rule is applied to exclude certain records (i.e. individuals) from the mail merge or bulk email.
Step 4.
The emails are generated and sent to recipients identified in the external database. The emails are sent by the default email client, which in this case was MS Outlook.

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Closed Caption:

hi in this presentation will be showing
you how to perform a mile merge this is
more than just a mile merge
I'll be emailing recipients as well each
recipient will receive an individual
customized message
now before you can begin the mail merge
from microsoft word
you need to have set up some sort of one
table database
now this is what I've done in microsoft
excel and I've created a file named my
daughter within this file
I have a sheet named main so inside main
i have my one table database
The Rose our records except for the very
first row
there's 1 2 3 4 5 6 records the first
row contains the column headers or field
names
there's one two three four five columns
or five fields
so in this one table database i have the
identity of the recipients stored also
naturally enough because i want to email
them
I have their email addresses and I have
the information I want them to receive
the nature of this information will vary
depending on the recipient
because as I said earlier arm each
recipient will receive a customized
message
so you set this up first in some sort of
one table database and I've done it in
excel but this could have been done as a
table in access or as a table in
microsoft word itself but it is another
file that is external to the Microsoft
Word file from which I will be
continuing this smile mujh so here i am
in the Microsoft Word file
and the next thing I need to do is click
on mei-ling's and tell the system where
the data is going to come from
so as I can perform this mile mujh the
source of my daughter
I'll just click on select recipients
will be stored in an existing list in an
existing one table database in a file
named my data in a sheet named mine now
the system understands where to get the
data from I'll just double click up here
to get rid of that white space
I'll start typing away to create my
message are now start inserting fields
from my database and insert the first
field there it's it's the the field
named first i'll click on preview
results
so you can see the value in each of the
field in each of the records on that
record number one now but i can go to
the next record and the next field value
in the next record in the field name
first is Barney pebbles is next
I can go to the very last record Pam
bands there
I can go back to the very first record
so it's extremely easy for me to
navigate through the records and view or
the the field values
I'll just click on that
so I can see clearly where my fields
have been inserted
I'll insert another field and one more
field to be inserted there
so let's preview that so fred has sold
14 thousand dollars amount of product
his performance has been good
Barnes has been satisfactory not a
comment for pebbles
but Wilma is excellent i'll go back to
the first one there
now i can click here on rules and choose
if then else and control
what sort of comment is inserted
depending on the value of total
so if the value of total is greater than
or equal to five thousand if that's true
then this comment will be inserted into
the message now if that's not true
this comment will be inserted
so I mean I'm not impressed with Fred
I'm not really impressed with Barney or
payables but i am very impressed with
wilmer now I can see there's no comment
there
that's the field value from the field
named comment
I don't want any records that have got
the field value
no comment in the field comment to be
part of this mile mujh so what I'm
really saying is I want this record here
and this record here to be excluded from
the mail merge pebbles and bamm-bamm I'm
not to receive an email from me because
under comment
the value is no comment
I can exclude them if I want to all i
have to do is just click here on skip
record if and if the value of comment is
equal to it precisely
no comment then those two records will
be skipped and won't be part of the mood
they won't be receiving any emails so at
this point I'm pretty much done
I'm now ready to actually send that
email
but before I do I'll to a more
conventional type of arm merge i'll edit
the individual documents
I just click here i'll choose all but it
won't really be all i'll click ok and
there's Fred there an additional
microsoft word document has been created
here and it's got four pages not six
there's a an individual message there
for Fred
there's one for Barney there's one for
Wilma and for Betty but pebbles and and
ban ban as I would expect have been
excluded
now I could print this out and mile the
recipients their customized letters
especially if my database included their
their postal address but I don't want to
do that
I just simply want to email them so i'll
click here and i'll click on send email
now it's the email field from my one
table database that contains their email
address the subject line HTML formats
fine
all is good i'll click ok and for people
have received my email and that is how
you perform a mile muj