Mail Merge

[IBAUCLAPlaya]

I'm wondering if the following is possible with a mail merge:

We have an excel spreadsheet that has a list of all checks that haven't been cashed. We want to send an e-mail to each payee (over 200) and show what check(s) haven't been cashed. I understand how to use the mail merge function to e-mail all of the payees, but I want to include a list of their outstanding checks in the body of each e-mail.

For example, payee ABC has 11 outstanding checks and I want to include a table that details check #, check date, and amount for payee ABC only. This e-mail would then be sent.

Next payee DEF has 1 outstanding check and I want to include the same detail table in the body of the e-mail, just filtered on payee DEF.

I have the master detail file, I would just need the mail merge to basically filter on the payee code and then paste the filtered table into the body of the e-mail.

Does this make sense? Is it possible?

 

[Macropod]

I am having trouble at the part where microsoft word comes in.

Umm, given that the whole process is driven from Word, that's a fairly ambiguous problem description too.

Have you created your e-mail mailmerge main document, as per the instructions? Have you also created the Word file, named ‘EmailDataSource.doc’ in the same folder as your ‘Email Merge Main Document’, again as per the instructions?

I have the table as listed above in one excel file, and my template letter typed up in the other.

A mailmerge can only use one Excel file for its data source. Your 'template letter' should be the 'e-mail mailmerge main document' Word document, as per the instructions.

I have the ile in excel and the Microsoft word doc, but when I set the merge to "Database" it still functions like its a letter. Do I need to have the merge excel file closed for it to work?

Why did you set the merge to "Database"? That's not what the instructions say! Besides, there's no such thing as a "Database" merge. The instructions say:

First, create your e-mail mailmerge main document, setting it up for a normal e-mail merge with whatever text you need and a field for the data («Data»). You’ll need to format the paragraph containing the Data field with as many tabs as there are data fields in your primary data source, so as to layout the results correctly. You can also add a recipient field («Recipient») if you want that information to appear in body of the email.

and

For the data source for the e-mail mailmerge main document, create a temporary Word file, named ‘EmailDataSource.doc’ in the same folder as your ‘Email Merge Main Document’

The instructions then say:

Next, set up a separate Directory/Catalog merge document, in the same folder as your ‘Email Merge Main Document’

with a single paragraph containing field coding as per the example given there.

Im still confused by the previosuly mentioned im actually doing 2 merges one for the merging of the files to make each vendors work and loans and then anotehr merge that is physiclaly the e-mail merging.

That's correct - it's a two-stage process, due to the fact that Word doesn't provide the tools to do it in one stage and because the code to turn it into such would be much more complex.

Also I haven ot done any of the macros, I didnt quite follow where and when I use them

The 'where and when' are clearly stated in the tutorial:

... insert the following code into a normal vba code module in the Directory/Catalog mailmerge main document. Once you’ve done that, run the ‘RunMerge’ macro.

If you don't know how to install or run a macro, see: http://www.gmayor.com/installing_macro.htm