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Garry Robinson
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Is Your Database Corrupt ?
Personalised
Email from Access and WordSending personalised email
is a breeze with Access 97.
Step 1:
Set up a table with at least two columns : Name of the person and
their email address.
e.g. Let us use a table with two columns - Client_Name
and
email_address.
Step 2:
Select the table (or open it) and Click on the following
menu bar options:
Tools
Office
Links Merge
it with Word
Word then takes over the processing using its mail-merge feature.
Step 3:
Create a Word document with placeholders where the data from Access
will be placed.
For example:
Dear <<Client_Name>>,
Let me introduce you to our new product ......
Sincerely,
Nirmala Sekhar
You can use the Insert Merge Field from the Mail-merge
toolbar to select and place the field (instead of typing it yourself).
Step 4:
Once the document is ready, click on the Merge
button. In the dialog box, select Electronic
Mail as your option.
Step 5:
Now you must inform Word where to look for the email
addresses of your recipients. Select Setup
from the dialog box above and choose the field in your table
that contains the email addresses. Specify the subject line for your
emails.
Step 6:
You can, optionally, select the records by specifying the record number
range or query options.
When you click on the OK button, Word will
create one email message for each record in the table and place it in the
Outbox. Depending on your email client configuration, they may be sent out
automatically; so for test messages make sure your table has dummy email
addresses.
TIPS:
This will work with most email clients but not Outlook Express. You can use the
same method for sending personalised faxes as well.
However, you must have a MAPI compatible electronic mail (or fax)
program.
Author Bio:
Nirmala Sekhar is a software consultant working from
Singapore.
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