Word mail merge and excel mail merge help

[hanasamo]

Dear All

Our company is working on a sales incentive program for a big client here in China, and our program launched already without our development team completing their job. So we have to manually manage part of the program for a couple weeks. I am here to look for some help which can help us decrease a huge amount of time. Below are my questions.

1. How to generate word documents?
I can insert mail merge fields in my word document without a problem. But I need to do it to generate all word documents in a specified location in my hard drive. And also I need to be able to name each word document with a format like "ContactName Month".

2. I have an excel spreadsheet where I store sales data of thousands of sales people all over the nation. And those thousands of sales people are under management of 11 sales managers. What I need to do is to send sales data to sales managers who only receive their sales people's sales data.

I guess the work flow will be like this:
>Excel load sales manager A's sales data and send that to outlook with an attachment
>Outlook read sales manager A's email address and put that in the recipient field
>Outlook sends out the email to the recipient and load the next sales manager's data

I appreciate any help or advise you can provide.

Mo Han

 

[Macropod]

Hi Mo Han,

You can use Word's Catalogue/Directory Mailmerge (the terminology depends on the Word version) facility for grouping the data by sales manager. To see how to do so with any mailmerge data source supported by Word, check out my Microsoft Word Catalogue/Directory Mailmerge Tutorial at:
http://lounge.windowssecrets.com/index.php?showtopic=731107
or
http://www.gmayor.com/Zips/Catalogue Mailmerge.zip
Do read the tutorial before trying to use the mailmerge document included with it.

Although my tutorial includes an example of producing emails with the merged output being put into the body of the email, it appears from your post that what you want to do is to attach to each sales manager's email a Word document with the merged output. For that, you'll need to use one of the other examples that generates a Word file, with separate listings for each sales manager. If you then run a macro against the merged output, you could have it save a separate file from this containing only the records for each sales manager. You could use the 'Splitter' macro under the heading "Split the single merged document into separate letters" at:
http://www.gmayor.com/individual_merge_letters.htm
The one change you'd need to do is to replace the manual page breaks that the examples in my tutorial produce with Section breaks. You could do this by:
1. Modifying the field codes in my tutorial (replacing the {QUOTE 12} fields with Section breaks);
2. Using Find/Replace after completing the merge to replace the manual page breaks with Section breaks; or
3. Adding som extra code to the Splitter macro to replace the manual page breaks with Section breaks.
You could possible also modify the macro to then email the saved document to the relevant recipient. That's outside my field of expertise, though.