Mail merge with email address

[Peter]

How do I send an email in word to 250 distributors without having to click
each name in the address book?

 

[Russ Valentine [MVP-Outlook]]

You answered your own question. Why would you not use a mail merge? Why
would you not consult the Help files if you don't know how to do that? No
one here can tell you. We have no idea what versions you are using.

 

[Jason Coley]

You can try this product, you can create contact lists, based on search
criteria, then create merges to Word, Excel and Outlook Emails.
http://www.software-solutions.co.nz/aladdins_od/alodabout.asp

Jason

 

[Bons]

Russ must have had on his "cranky pants" the day he replied!! wowser...he
wasnt much help....I'll see if I can add some light to the situation. There
are a few different ways of accomplishing this.....You can create
distribution lists...for 250 I would create 3 or 4 lists, as most email
handlers won't let you create supe large dl's.

You don't say what versions you have....but if it's at least 2003 you can do
a mail merge....after a few days of reading posts here I FINALLY figured this
one out....

From Contacts go up to Mail Merge--> at the bottom of the screen choose
DOcument Type: Form Letters --->> Merge To: Email and hit OK--This will take
you out to Word ---type up what ever you want---then hover along to the Mail
Merge Toolbar---down toward the right end---until you find Merge to Email. It
works like a charm! Hope this helps!!

 

[Russ Valentine [MVP-Outlook]]

Might want to clarify that a mail merge does not and cannot use a
Distribution List. OP will need to use another way to group Contacts to use
a mail merge.
Mail merges are always preferred over DL's.

 

[Budgie]

I am trying to run a mail merge from Outlook 2007 using a template created in
Word 2007. I have done this before, using Excel as a source and Outlook as a
source but am having problems now with Outlook.

When I test the merge - no errors. When I send the merge ouput to a file -
no errors and 280 odd contacts appear in the merge file. When I run it using
Outlook, selecting a limited number of records, I get a dialog box asking me
to supply contact details. Message reads Microsoft Office Outlook does not
recognize "SMPT"

The data source is filtered, 3000 odd records down to 280 selected, filtered
out for blank email addresses in an effort to mitigate error.

Any thoughts anyone?

Thanks in advance.

Martyn

Might want to clarify that a mail merge does not and cannot use a
Distribution List. OP will need to use another way to group Contacts to use
a mail merge.
Mail merges are always preferred over DL's.
--
Russ Valentine
[MVP-Outlook]

Russ must have had on his "cranky pants" the day he replied!! wowser...he
wasnt much help....I'll see if I can add some light to the situation.
There
are a few different ways of accomplishing this.....You can create
distribution lists...for 250 I would create 3 or 4 lists, as most email
handlers won't let you create supe large dl's.

You don't say what versions you have....but if it's at least 2003 you can
do
a mail merge....after a few days of reading posts here I FINALLY figured
this
one out....

From Contacts go up to Mail Merge--> at the bottom of the screen choose
DOcument Type: Form Letters --->> Merge To: Email and hit OK--This will
take
you out to Word ---type up what ever you want---then hover along to the
Mail
Merge Toolbar---down toward the right end---until you find Merge to Email.
It
works like a charm! Hope this helps!!

 

[Russ Valentine [MVP-Outlook]]

Not without precise steps. You're asking for too much clairvoyance.
--
Russ Valentine
[MVP-Outlook]

I am trying to run a mail merge from Outlook 2007 using a template created
in
Word 2007. I have done this before, using Excel as a source and Outlook
as a
source but am having problems now with Outlook.

When I test the merge - no errors. When I send the merge ouput to a
file -
no errors and 280 odd contacts appear in the merge file. When I run it
using
Outlook, selecting a limited number of records, I get a dialog box asking
me
to supply contact details. Message reads Microsoft Office Outlook does
not
recognize "SMPT"

The data source is filtered, 3000 odd records down to 280 selected,
filtered
out for blank email addresses in an effort to mitigate error.

Any thoughts anyone?

Thanks in advance.

Martyn

Might want to clarify that a mail merge does not and cannot use a
Distribution List. OP will need to use another way to group Contacts to
use
a mail merge.
Mail merges are always preferred over DL's.
--
Russ Valentine
[MVP-Outlook]

Russ must have had on his "cranky pants" the day he replied!!
wowser...he
wasnt much help....I'll see if I can add some light to the situation.
There
are a few different ways of accomplishing this.....You can create
distribution lists...for 250 I would create 3 or 4 lists, as most email
handlers won't let you create supe large dl's.

You don't say what versions you have....but if it's at least 2003 you
can
do
a mail merge....after a few days of reading posts here I FINALLY
figured
this
one out....

From Contacts go up to Mail Merge--> at the bottom of the screen choose
DOcument Type: Form Letters --->> Merge To: Email and hit OK--This
will
take
you out to Word ---type up what ever you want---then hover along to the
Mail
Merge Toolbar---down toward the right end---until you find Merge to
Email.
It
works like a charm! Hope this helps!!

:

How do I send an email in word to 250 distributors without having to
click
each name in the address book?

 

[Diane Poremsky [MVP]]

Does it really say

to supply contact details. Message reads Microsoft Office Outlook does
not
recognize "SMUT"

Or is is SMTP?

Can you send mail from outlook normally? Is the error message referring to
your acct or the email addresses you are trying to merge?

--
Diane Poremsky [MVP - Outlook]





EMO - a weekly newsletter about Outlook and Exchange:
(e-mail address removed)

You can access this newsgroup by visiting
http://www.microsoft.com/office/community/en-us/default.mspx or point your
newsreader to msnews.microsoft.com.

I am trying to run a mail merge from Outlook 2007 using a template created
in
Word 2007. I have done this before, using Excel as a source and Outlook
as a
source but am having problems now with Outlook.

When I test the merge - no errors. When I send the merge ouput to a
file -
no errors and 280 odd contacts appear in the merge file. When I run it
using
Outlook, selecting a limited number of records, I get a dialog box asking
me
to supply contact details. Message reads Microsoft Office Outlook does
not
recognize "SMPT"

The data source is filtered, 3000 odd records down to 280 selected,
filtered
out for blank email addresses in an effort to mitigate error.

Any thoughts anyone?

Thanks in advance.

Martyn

Might want to clarify that a mail merge does not and cannot use a
Distribution List. OP will need to use another way to group Contacts to
use
a mail merge.
Mail merges are always preferred over DL's.
--
Russ Valentine
[MVP-Outlook]

Russ must have had on his "cranky pants" the day he replied!!
wowser...he
wasnt much help....I'll see if I can add some light to the situation.
There
are a few different ways of accomplishing this.....You can create
distribution lists...for 250 I would create 3 or 4 lists, as most email
handlers won't let you create supe large dl's.

You don't say what versions you have....but if it's at least 2003 you
can
do
a mail merge....after a few days of reading posts here I FINALLY
figured
this
one out....

From Contacts go up to Mail Merge--> at the bottom of the screen choose
DOcument Type: Form Letters --->> Merge To: Email and hit OK--This
will
take
you out to Word ---type up what ever you want---then hover along to the
Mail
Merge Toolbar---down toward the right end---until you find Merge to
Email.
It
works like a charm! Hope this helps!!

:

How do I send an email in word to 250 distributors without having to
click
each name in the address book?

 

[Budgie]

From within Word 2007 having created master document and linked to Outlook
data source.

Select Mailings\Finish & Merge\

Dialog box title is: Check Names
Message is: Microsoft Office Outlook does not recognize "SMTP".
Sub mesage: Select the address to use:
Dialog option buttons: <Show More Names>, <New Contact>

Select <Show More Names>
The Address Book dialog is displayed with the Search Name Only radio button
checked and "SMTP" in the Search field.

So Word is looking for a contact with the name SMTP rather than the selected
contact or contacts! This apppears to be the problem?

Select any contact from the Address Book and the email is sent.

I want to send to 280 odd contacts. I will say that the Outlook file was
originally from Outlook 2000, some 6 months ago.

I get the same result, if I set filter to the current record, or a range of
records, etc

Regards

Budgie

Does it really say

to supply contact details. Message reads Microsoft Office Outlook does
not
recognize "SMUT"

Or is is SMTP?

Can you send mail from outlook normally? Is the error message referring to
your acct or the email addresses you are trying to merge?

--
Diane Poremsky [MVP - Outlook]





EMO - a weekly newsletter about Outlook and Exchange:
(e-mail address removed)

You can access this newsgroup by visiting
http://www.microsoft.com/office/community/en-us/default.mspx or point your
newsreader to msnews.microsoft.com.

I am trying to run a mail merge from Outlook 2007 using a template created
in
Word 2007. I have done this before, using Excel as a source and Outlook
as a
source but am having problems now with Outlook.

When I test the merge - no errors. When I send the merge ouput to a
file -
no errors and 280 odd contacts appear in the merge file. When I run it
using
Outlook, selecting a limited number of records, I get a dialog box asking
me
to supply contact details. Message reads Microsoft Office Outlook does
not
recognize "SMPT"

The data source is filtered, 3000 odd records down to 280 selected,
filtered
out for blank email addresses in an effort to mitigate error.

Any thoughts anyone?

Thanks in advance.

Martyn

Might want to clarify that a mail merge does not and cannot use a
Distribution List. OP will need to use another way to group Contacts to
use
a mail merge.
Mail merges are always preferred over DL's.
--
Russ Valentine
[MVP-Outlook]
Russ must have had on his "cranky pants" the day he replied!!
wowser...he
wasnt much help....I'll see if I can add some light to the situation.
There
are a few different ways of accomplishing this.....You can create
distribution lists...for 250 I would create 3 or 4 lists, as most email
handlers won't let you create supe large dl's.

You don't say what versions you have....but if it's at least 2003 you
can
do
a mail merge....after a few days of reading posts here I FINALLY
figured
this
one out....

From Contacts go up to Mail Merge--> at the bottom of the screen choose
DOcument Type: Form Letters --->> Merge To: Email and hit OK--This
will
take
you out to Word ---type up what ever you want---then hover along to the
Mail
Merge Toolbar---down toward the right end---until you find Merge to
Email.
It
works like a charm! Hope this helps!!

:

How do I send an email in word to 250 distributors without having to
click
each name in the address book?

 

[Russ Valentine [MVP-Outlook]]

It is still not clear from your description how you are filtering and
selecting your recipients nor how you "linked to an Outlook 2000 data
source." That would be the key information here and the most likely root of
your problem.
For this to work, your Outlook and Word versions must match and you should
be selecting your recipients in Outlook, then starting the merge in Outlook
to those selected recipients. Try that and see if it works.
--
Russ Valentine
[MVP-Outlook]

From within Word 2007 having created master document and linked to Outlook
data source.

Select Mailings\Finish & Merge\

Dialog box title is: Check Names
Message is: Microsoft Office Outlook does not recognize "SMTP".
Sub mesage: Select the address to use:
Dialog option buttons: <Show More Names>, <New Contact>

Select <Show More Names>
The Address Book dialog is displayed with the Search Name Only radio
button
checked and "SMTP" in the Search field.

So Word is looking for a contact with the name SMTP rather than the
selected
contact or contacts! This apppears to be the problem?

Select any contact from the Address Book and the email is sent.

I want to send to 280 odd contacts. I will say that the Outlook file was
originally from Outlook 2000, some 6 months ago.

I get the same result, if I set filter to the current record, or a range
of
records, etc

Regards

Budgie

Does it really say

to supply contact details. Message reads Microsoft Office Outlook does
not
recognize "SMUT"

Or is is SMTP?

Can you send mail from outlook normally? Is the error message referring
to
your acct or the email addresses you are trying to merge?

--
Diane Poremsky [MVP - Outlook]





EMO - a weekly newsletter about Outlook and Exchange:
(e-mail address removed)

You can access this newsgroup by visiting
http://www.microsoft.com/office/community/en-us/default.mspx or point
your
newsreader to msnews.microsoft.com.

I am trying to run a mail merge from Outlook 2007 using a template
created
in
Word 2007. I have done this before, using Excel as a source and
Outlook
as a
source but am having problems now with Outlook.

When I test the merge - no errors. When I send the merge ouput to a
file -
no errors and 280 odd contacts appear in the merge file. When I run it
using
Outlook, selecting a limited number of records, I get a dialog box
asking
me
to supply contact details. Message reads Microsoft Office Outlook does
not
recognize "SMPT"

The data source is filtered, 3000 odd records down to 280 selected,
filtered
out for blank email addresses in an effort to mitigate error.

Any thoughts anyone?

Thanks in advance.

Martyn
:

Might want to clarify that a mail merge does not and cannot use a
Distribution List. OP will need to use another way to group Contacts
to
use
a mail merge.
Mail merges are always preferred over DL's.
--
Russ Valentine
[MVP-Outlook]
Russ must have had on his "cranky pants" the day he replied!!
wowser...he
wasnt much help....I'll see if I can add some light to the
situation.
There
are a few different ways of accomplishing this.....You can create
distribution lists...for 250 I would create 3 or 4 lists, as most
email
handlers won't let you create supe large dl's.

You don't say what versions you have....but if it's at least 2003
you
can
do
a mail merge....after a few days of reading posts here I FINALLY
figured
this
one out....

From Contacts go up to Mail Merge--> at the bottom of the screen
choose
DOcument Type: Form Letters --->> Merge To: Email and hit OK--This
will
take
you out to Word ---type up what ever you want---then hover along to
the
Mail
Merge Toolbar---down toward the right end---until you find Merge to
Email.
It
works like a charm! Hope this helps!!

:

How do I send an email in word to 250 distributors without having
to
click
each name in the address book?

 

[Diane Poremsky [MVP]]

No, its looking at a field labeled SMTP. It sounds as if the email address
field is not part of your data source. Or - the data has a field named SMTP
that is viewed as the first record.

--
Diane Poremsky [MVP - Outlook]





EMO - a weekly newsletter about Outlook and Exchange:
(e-mail address removed)

You can access this newsgroup by visiting
http://www.microsoft.com/office/community/en-us/default.mspx or point your
newsreader to msnews.microsoft.com.

From within Word 2007 having created master document and linked to Outlook
data source.

Select Mailings\Finish & Merge\

Dialog box title is: Check Names
Message is: Microsoft Office Outlook does not recognize "SMTP".
Sub mesage: Select the address to use:
Dialog option buttons: <Show More Names>, <New Contact>

Select <Show More Names>
The Address Book dialog is displayed with the Search Name Only radio
button
checked and "SMTP" in the Search field.

So Word is looking for a contact with the name SMTP rather than the
selected
contact or contacts! This apppears to be the problem?

Select any contact from the Address Book and the email is sent.

I want to send to 280 odd contacts. I will say that the Outlook file was
originally from Outlook 2000, some 6 months ago.

I get the same result, if I set filter to the current record, or a range
of
records, etc

Regards

Budgie

Does it really say

to supply contact details. Message reads Microsoft Office Outlook does
not
recognize "SMUT"

Or is is SMTP?

Can you send mail from outlook normally? Is the error message referring
to
your acct or the email addresses you are trying to merge?

--
Diane Poremsky [MVP - Outlook]





EMO - a weekly newsletter about Outlook and Exchange:
(e-mail address removed)

You can access this newsgroup by visiting
http://www.microsoft.com/office/community/en-us/default.mspx or point
your
newsreader to msnews.microsoft.com.

I am trying to run a mail merge from Outlook 2007 using a template
created
in
Word 2007. I have done this before, using Excel as a source and
Outlook
as a
source but am having problems now with Outlook.

When I test the merge - no errors. When I send the merge ouput to a
file -
no errors and 280 odd contacts appear in the merge file. When I run it
using
Outlook, selecting a limited number of records, I get a dialog box
asking
me
to supply contact details. Message reads Microsoft Office Outlook does
not
recognize "SMPT"

The data source is filtered, 3000 odd records down to 280 selected,
filtered
out for blank email addresses in an effort to mitigate error.

Any thoughts anyone?

Thanks in advance.

Martyn
:

Might want to clarify that a mail merge does not and cannot use a
Distribution List. OP will need to use another way to group Contacts
to
use
a mail merge.
Mail merges are always preferred over DL's.
--
Russ Valentine
[MVP-Outlook]
Russ must have had on his "cranky pants" the day he replied!!
wowser...he
wasnt much help....I'll see if I can add some light to the
situation.
There
are a few different ways of accomplishing this.....You can create
distribution lists...for 250 I would create 3 or 4 lists, as most
email
handlers won't let you create supe large dl's.

You don't say what versions you have....but if it's at least 2003
you
can
do
a mail merge....after a few days of reading posts here I FINALLY
figured
this
one out....

From Contacts go up to Mail Merge--> at the bottom of the screen
choose
DOcument Type: Form Letters --->> Merge To: Email and hit OK--This
will
take
you out to Word ---type up what ever you want---then hover along to
the
Mail
Merge Toolbar---down toward the right end---until you find Merge to
Email.
It
works like a charm! Hope this helps!!

:

How do I send an email in word to 250 distributors without having
to
click
each name in the address book?

 

[Budgie]

OK using the Start Mail Merge\Email Messages option from within Word 2007.
Then the Select Recipients\Select from Outlook Contacts option to select the
data source
Then the Edit Recipient List option to filter/select the desired Outlook
Contacts, selecting on Company field = "The Target Company" and email Address
IS NOT BLANK (all displayed correctly), sorted by SaveAs field

The contacts are now in Outlook 2007, have been for 8 months. The data has
been migrated from Outlook 2000 to Outlook 2003 and is now to Outlook 2007.
The data has been created/updated over eight years, 3,500 contacts.

You say you should be doing this from within Outlook but this is
functionaility that is provided in Word 2007 and Word 2003. Why not do this
from Word?

How would you do this from within Outlook other than via Distribution Lists?

Regards

Budgie

It is still not clear from your description how you are filtering and
selecting your recipients nor how you "linked to an Outlook 2000 data
source." That would be the key information here and the most likely root of
your problem.
For this to work, your Outlook and Word versions must match and you should
be selecting your recipients in Outlook, then starting the merge in Outlook
to those selected recipients. Try that and see if it works.
--
Russ Valentine
[MVP-Outlook]

From within Word 2007 having created master document and linked to Outlook
data source.

Select Mailings\Finish & Merge\

Dialog box title is: Check Names
Message is: Microsoft Office Outlook does not recognize "SMTP".
Sub mesage: Select the address to use:
Dialog option buttons: <Show More Names>, <New Contact>

Select <Show More Names>
The Address Book dialog is displayed with the Search Name Only radio
button
checked and "SMTP" in the Search field.

So Word is looking for a contact with the name SMTP rather than the
selected
contact or contacts! This apppears to be the problem?

Select any contact from the Address Book and the email is sent.

I want to send to 280 odd contacts. I will say that the Outlook file was
originally from Outlook 2000, some 6 months ago.

I get the same result, if I set filter to the current record, or a range
of
records, etc

Regards

Budgie

Does it really say
to supply contact details. Message reads Microsoft Office Outlook does
not
recognize "SMUT"

Or is is SMTP?

Can you send mail from outlook normally? Is the error message referring
to
your acct or the email addresses you are trying to merge?

--
Diane Poremsky [MVP - Outlook]





EMO - a weekly newsletter about Outlook and Exchange:
(e-mail address removed)

You can access this newsgroup by visiting
http://www.microsoft.com/office/community/en-us/default.mspx or point
your
newsreader to msnews.microsoft.com.


I am trying to run a mail merge from Outlook 2007 using a template
created
in
Word 2007. I have done this before, using Excel as a source and
Outlook
as a
source but am having problems now with Outlook.

When I test the merge - no errors. When I send the merge ouput to a
file -
no errors and 280 odd contacts appear in the merge file. When I run it
using
Outlook, selecting a limited number of records, I get a dialog box
asking
me
to supply contact details. Message reads Microsoft Office Outlook does
not
recognize "SMPT"

The data source is filtered, 3000 odd records down to 280 selected,
filtered
out for blank email addresses in an effort to mitigate error.

Any thoughts anyone?

Thanks in advance.

Martyn
:

Might want to clarify that a mail merge does not and cannot use a
Distribution List. OP will need to use another way to group Contacts
to
use
a mail merge.
Mail merges are always preferred over DL's.
--
Russ Valentine
[MVP-Outlook]
Russ must have had on his "cranky pants" the day he replied!!
wowser...he
wasnt much help....I'll see if I can add some light to the
situation.
There
are a few different ways of accomplishing this.....You can create
distribution lists...for 250 I would create 3 or 4 lists, as most
email
handlers won't let you create supe large dl's.

You don't say what versions you have....but if it's at least 2003
you
can
do
a mail merge....after a few days of reading posts here I FINALLY
figured
this
one out....

From Contacts go up to Mail Merge--> at the bottom of the screen
choose
DOcument Type: Form Letters --->> Merge To: Email and hit OK--This
will
take
you out to Word ---type up what ever you want---then hover along to
the
Mail
Merge Toolbar---down toward the right end---until you find Merge to
Email.
It
works like a charm! Hope this helps!!

:

How do I send an email in word to 250 distributors without having
to
click
each name in the address book?

 

[Diane Poremsky [MVP]]

BTW - was the outlook data source converted to a document or are you hitting
outlook each time? If a document, open it and view the data. Is the address
information correct? (If you are using a merge you saved previously, it may
be a document containing outlook data.)

When you get to the Finish & Merge, Merge to email dialog, it asks for the
email address field. I believe the default field name is Email_Address when
you use Outlook. You are apparently using one called SMTP and Outlook
doesn't recognize the contents of that field as email addresses.

Have you used the Match fields dialog to match the field names in the data
source with the ones word expects?

--
Diane Poremsky [MVP - Outlook]





EMO - a weekly newsletter about Outlook and Exchange:
(e-mail address removed)

You can access this newsgroup by visiting
http://www.microsoft.com/office/community/en-us/default.mspx or point your
newsreader to msnews.microsoft.com.

From within Word 2007 having created master document and linked to Outlook
data source.

Select Mailings\Finish & Merge\

Dialog box title is: Check Names
Message is: Microsoft Office Outlook does not recognize "SMTP".
Sub mesage: Select the address to use:
Dialog option buttons: <Show More Names>, <New Contact>

Select <Show More Names>
The Address Book dialog is displayed with the Search Name Only radio
button
checked and "SMTP" in the Search field.

So Word is looking for a contact with the name SMTP rather than the
selected
contact or contacts! This apppears to be the problem?

Select any contact from the Address Book and the email is sent.

I want to send to 280 odd contacts. I will say that the Outlook file was
originally from Outlook 2000, some 6 months ago.

I get the same result, if I set filter to the current record, or a range
of
records, etc

Regards

Budgie

Does it really say

to supply contact details. Message reads Microsoft Office Outlook does
not
recognize "SMUT"

Or is is SMTP?

Can you send mail from outlook normally? Is the error message referring
to
your acct or the email addresses you are trying to merge?

--
Diane Poremsky [MVP - Outlook]





EMO - a weekly newsletter about Outlook and Exchange:
(e-mail address removed)

You can access this newsgroup by visiting
http://www.microsoft.com/office/community/en-us/default.mspx or point
your
newsreader to msnews.microsoft.com.

I am trying to run a mail merge from Outlook 2007 using a template
created
in
Word 2007. I have done this before, using Excel as a source and
Outlook
as a
source but am having problems now with Outlook.

When I test the merge - no errors. When I send the merge ouput to a
file -
no errors and 280 odd contacts appear in the merge file. When I run it
using
Outlook, selecting a limited number of records, I get a dialog box
asking
me
to supply contact details. Message reads Microsoft Office Outlook does
not
recognize "SMPT"

The data source is filtered, 3000 odd records down to 280 selected,
filtered
out for blank email addresses in an effort to mitigate error.

Any thoughts anyone?

Thanks in advance.

Martyn
:

Might want to clarify that a mail merge does not and cannot use a
Distribution List. OP will need to use another way to group Contacts
to
use
a mail merge.
Mail merges are always preferred over DL's.
--
Russ Valentine
[MVP-Outlook]
Russ must have had on his "cranky pants" the day he replied!!
wowser...he
wasnt much help....I'll see if I can add some light to the
situation.
There
are a few different ways of accomplishing this.....You can create
distribution lists...for 250 I would create 3 or 4 lists, as most
email
handlers won't let you create supe large dl's.

You don't say what versions you have....but if it's at least 2003
you
can
do
a mail merge....after a few days of reading posts here I FINALLY
figured
this
one out....

From Contacts go up to Mail Merge--> at the bottom of the screen
choose
DOcument Type: Form Letters --->> Merge To: Email and hit OK--This
will
take
you out to Word ---type up what ever you want---then hover along to
the
Mail
Merge Toolbar---down toward the right end---until you find Merge to
Email.
It
works like a charm! Hope this helps!!

:

How do I send an email in word to 250 distributors without having
to
click
each name in the address book?

 

[Diane Poremsky [MVP]]

The advantage of starting from Outlook is that you have much better
filtering capabilities. I don't think filtering is your problem though... I
think a field name is messed up. You might have the address type field
mapped as email address field - that would put SMTP into Word's address
field.

--
Diane Poremsky [MVP - Outlook]





EMO - a weekly newsletter about Outlook and Exchange:
(e-mail address removed)

You can access this newsgroup by visiting
http://www.microsoft.com/office/community/en-us/default.mspx or point your
newsreader to msnews.microsoft.com.

OK using the Start Mail Merge\Email Messages option from within Word 2007.
Then the Select Recipients\Select from Outlook Contacts option to select
the
data source
Then the Edit Recipient List option to filter/select the desired Outlook
Contacts, selecting on Company field = "The Target Company" and email
Address
IS NOT BLANK (all displayed correctly), sorted by SaveAs field

The contacts are now in Outlook 2007, have been for 8 months. The data
has
been migrated from Outlook 2000 to Outlook 2003 and is now to Outlook
2007.
The data has been created/updated over eight years, 3,500 contacts.

You say you should be doing this from within Outlook but this is
functionaility that is provided in Word 2007 and Word 2003. Why not do
this
from Word?

How would you do this from within Outlook other than via Distribution
Lists?

Regards

Budgie

It is still not clear from your description how you are filtering and
selecting your recipients nor how you "linked to an Outlook 2000 data
source." That would be the key information here and the most likely root
of
your problem.
For this to work, your Outlook and Word versions must match and you
should
be selecting your recipients in Outlook, then starting the merge in
Outlook
to those selected recipients. Try that and see if it works.
--
Russ Valentine
[MVP-Outlook]

From within Word 2007 having created master document and linked to
Outlook
data source.

Select Mailings\Finish & Merge\

Dialog box title is: Check Names
Message is: Microsoft Office Outlook does not recognize "SMTP".
Sub mesage: Select the address to use:
Dialog option buttons: <Show More Names>, <New Contact>

Select <Show More Names>
The Address Book dialog is displayed with the Search Name Only radio
button
checked and "SMTP" in the Search field.

So Word is looking for a contact with the name SMTP rather than the
selected
contact or contacts! This apppears to be the problem?

Select any contact from the Address Book and the email is sent.

I want to send to 280 odd contacts. I will say that the Outlook file
was
originally from Outlook 2000, some 6 months ago.

I get the same result, if I set filter to the current record, or a
range
of
records, etc

Regards

Budgie

:

Does it really say
to supply contact details. Message reads Microsoft Office Outlook
does
not
recognize "SMUT"

Or is is SMTP?

Can you send mail from outlook normally? Is the error message
referring
to
your acct or the email addresses you are trying to merge?

--
Diane Poremsky [MVP - Outlook]





EMO - a weekly newsletter about Outlook and Exchange:
(e-mail address removed)

You can access this newsgroup by visiting
http://www.microsoft.com/office/community/en-us/default.mspx or point
your
newsreader to msnews.microsoft.com.


I am trying to run a mail merge from Outlook 2007 using a template
created
in
Word 2007. I have done this before, using Excel as a source and
Outlook
as a
source but am having problems now with Outlook.

When I test the merge - no errors. When I send the merge ouput to a
file -
no errors and 280 odd contacts appear in the merge file. When I run
it
using
Outlook, selecting a limited number of records, I get a dialog box
asking
me
to supply contact details. Message reads Microsoft Office Outlook
does
not
recognize "SMPT"

The data source is filtered, 3000 odd records down to 280 selected,
filtered
out for blank email addresses in an effort to mitigate error.

Any thoughts anyone?

Thanks in advance.

Martyn
:

Might want to clarify that a mail merge does not and cannot use a
Distribution List. OP will need to use another way to group
Contacts
to
use
a mail merge.
Mail merges are always preferred over DL's.
--
Russ Valentine
[MVP-Outlook]
Russ must have had on his "cranky pants" the day he replied!!
wowser...he
wasnt much help....I'll see if I can add some light to the
situation.
There
are a few different ways of accomplishing this.....You can create
distribution lists...for 250 I would create 3 or 4 lists, as most
email
handlers won't let you create supe large dl's.

You don't say what versions you have....but if it's at least 2003
you
can
do
a mail merge....after a few days of reading posts here I FINALLY
figured
this
one out....

From Contacts go up to Mail Merge--> at the bottom of the screen
choose
DOcument Type: Form Letters --->> Merge To: Email and hit
OK--This
will
take
you out to Word ---type up what ever you want---then hover along
to
the
Mail
Merge Toolbar---down toward the right end---until you find Merge
to
Email.
It
works like a charm! Hope this helps!!

:

How do I send an email in word to 250 distributors without
having
to
click
each name in the address book?

 

[Budgie]

You are spot on Diane. email Address is for some reason NOT mapped to email
Address in the Match Fields option despite the fact that this was set up
using the in built process linking Word and Outlook. The only other field
NOT correctly linked was Department.

BUT

when I checked that email Address was being picked up correctly by using
Insert Merge Field to add the email Address, this pulled in the correct data.
There must be a difference and an error in the way the Outlook links are set
up for these functions!

Thanks for your insight and assistance.

Budgie

The advantage of starting from Outlook is that you have much better
filtering capabilities. I don't think filtering is your problem though... I
think a field name is messed up. You might have the address type field
mapped as email address field - that would put SMTP into Word's address
field.

--
Diane Poremsky [MVP - Outlook]





EMO - a weekly newsletter about Outlook and Exchange:
(e-mail address removed)

You can access this newsgroup by visiting
http://www.microsoft.com/office/community/en-us/default.mspx or point your
newsreader to msnews.microsoft.com.

OK using the Start Mail Merge\Email Messages option from within Word 2007.
Then the Select Recipients\Select from Outlook Contacts option to select
the
data source
Then the Edit Recipient List option to filter/select the desired Outlook
Contacts, selecting on Company field = "The Target Company" and email
Address
IS NOT BLANK (all displayed correctly), sorted by SaveAs field

The contacts are now in Outlook 2007, have been for 8 months. The data
has
been migrated from Outlook 2000 to Outlook 2003 and is now to Outlook
2007.
The data has been created/updated over eight years, 3,500 contacts.

You say you should be doing this from within Outlook but this is
functionaility that is provided in Word 2007 and Word 2003. Why not do
this
from Word?

How would you do this from within Outlook other than via Distribution
Lists?

Regards

Budgie

It is still not clear from your description how you are filtering and
selecting your recipients nor how you "linked to an Outlook 2000 data
source." That would be the key information here and the most likely root
of
your problem.
For this to work, your Outlook and Word versions must match and you
should
be selecting your recipients in Outlook, then starting the merge in
Outlook
to those selected recipients. Try that and see if it works.
--
Russ Valentine
[MVP-Outlook]
From within Word 2007 having created master document and linked to
Outlook
data source.

Select Mailings\Finish & Merge\

Dialog box title is: Check Names
Message is: Microsoft Office Outlook does not recognize "SMTP".
Sub mesage: Select the address to use:
Dialog option buttons: <Show More Names>, <New Contact>

Select <Show More Names>
The Address Book dialog is displayed with the Search Name Only radio
button
checked and "SMTP" in the Search field.

So Word is looking for a contact with the name SMTP rather than the
selected
contact or contacts! This apppears to be the problem?

Select any contact from the Address Book and the email is sent.

I want to send to 280 odd contacts. I will say that the Outlook file
was
originally from Outlook 2000, some 6 months ago.

I get the same result, if I set filter to the current record, or a
range
of
records, etc

Regards

Budgie

:

Does it really say
to supply contact details. Message reads Microsoft Office Outlook
does
not
recognize "SMUT"

Or is is SMTP?

Can you send mail from outlook normally? Is the error message
referring
to
your acct or the email addresses you are trying to merge?

--
Diane Poremsky [MVP - Outlook]





EMO - a weekly newsletter about Outlook and Exchange:
(e-mail address removed)

You can access this newsgroup by visiting
http://www.microsoft.com/office/community/en-us/default.mspx or point
your
newsreader to msnews.microsoft.com.


I am trying to run a mail merge from Outlook 2007 using a template
created
in
Word 2007. I have done this before, using Excel as a source and
Outlook
as a
source but am having problems now with Outlook.

When I test the merge - no errors. When I send the merge ouput to a
file -
no errors and 280 odd contacts appear in the merge file. When I run
it
using
Outlook, selecting a limited number of records, I get a dialog box
asking
me
to supply contact details. Message reads Microsoft Office Outlook
does
not
recognize "SMPT"

The data source is filtered, 3000 odd records down to 280 selected,
filtered
out for blank email addresses in an effort to mitigate error.

Any thoughts anyone?

Thanks in advance.

Martyn
:

Might want to clarify that a mail merge does not and cannot use a
Distribution List. OP will need to use another way to group
Contacts
to
use
a mail merge.
Mail merges are always preferred over DL's.
--
Russ Valentine
[MVP-Outlook]
Russ must have had on his "cranky pants" the day he replied!!
wowser...he
wasnt much help....I'll see if I can add some light to the
situation.
There
are a few different ways of accomplishing this.....You can create
distribution lists...for 250 I would create 3 or 4 lists, as most
email
handlers won't let you create supe large dl's.

You don't say what versions you have....but if it's at least 2003
you
can
do
a mail merge....after a few days of reading posts here I FINALLY
figured
this
one out....

From Contacts go up to Mail Merge--> at the bottom of the screen
choose
DOcument Type: Form Letters --->> Merge To: Email and hit
OK--This
will
take
you out to Word ---type up what ever you want---then hover along
to
the
Mail
Merge Toolbar---down toward the right end---until you find Merge
to
Email.
It
works like a charm! Hope this helps!!

:

How do I send an email in word to 250 distributors without
having
to
click
each name in the address book?

 

[Russ Valentine [MVP-Outlook]]

There is. When Outlook is your data source, a merge to email usually works
better when you start it from Outlook instead of Word because there seem to
be fewer opportunities to pick up the wrong address field for the
recipients. Also filtering and sorting of recipients seem to be more
reliable when you do them yourself in Outlook instead of using Word's merge
routine.
--
Russ Valentine
[MVP-Outlook]

You are spot on Diane. email Address is for some reason NOT mapped to
email
Address in the Match Fields option despite the fact that this was set up
using the in built process linking Word and Outlook. The only other field
NOT correctly linked was Department.

BUT

when I checked that email Address was being picked up correctly by using
Insert Merge Field to add the email Address, this pulled in the correct
data.
There must be a difference and an error in the way the Outlook links are
set
up for these functions!

Thanks for your insight and assistance.

Budgie

The advantage of starting from Outlook is that you have much better
filtering capabilities. I don't think filtering is your problem though...
I
think a field name is messed up. You might have the address type field
mapped as email address field - that would put SMTP into Word's address
field.

--
Diane Poremsky [MVP - Outlook]





EMO - a weekly newsletter about Outlook and Exchange:
(e-mail address removed)

You can access this newsgroup by visiting
http://www.microsoft.com/office/community/en-us/default.mspx or point
your
newsreader to msnews.microsoft.com.

OK using the Start Mail Merge\Email Messages option from within Word
2007.
Then the Select Recipients\Select from Outlook Contacts option to
select
the
data source
Then the Edit Recipient List option to filter/select the desired
Outlook
Contacts, selecting on Company field = "The Target Company" and email
Address
IS NOT BLANK (all displayed correctly), sorted by SaveAs field

The contacts are now in Outlook 2007, have been for 8 months. The data
has
been migrated from Outlook 2000 to Outlook 2003 and is now to Outlook
2007.
The data has been created/updated over eight years, 3,500 contacts.

You say you should be doing this from within Outlook but this is
functionaility that is provided in Word 2007 and Word 2003. Why not do
this
from Word?

How would you do this from within Outlook other than via Distribution
Lists?

Regards

Budgie

:

It is still not clear from your description how you are filtering and
selecting your recipients nor how you "linked to an Outlook 2000 data
source." That would be the key information here and the most likely
root
of
your problem.
For this to work, your Outlook and Word versions must match and you
should
be selecting your recipients in Outlook, then starting the merge in
Outlook
to those selected recipients. Try that and see if it works.
--
Russ Valentine
[MVP-Outlook]
From within Word 2007 having created master document and linked to
Outlook
data source.

Select Mailings\Finish & Merge\

Dialog box title is: Check Names
Message is: Microsoft Office Outlook does not recognize "SMTP".
Sub mesage: Select the address to use:
Dialog option buttons: <Show More Names>, <New Contact>

Select <Show More Names>
The Address Book dialog is displayed with the Search Name Only radio
button
checked and "SMTP" in the Search field.

So Word is looking for a contact with the name SMTP rather than the
selected
contact or contacts! This apppears to be the problem?

Select any contact from the Address Book and the email is sent.

I want to send to 280 odd contacts. I will say that the Outlook
file
was
originally from Outlook 2000, some 6 months ago.

I get the same result, if I set filter to the current record, or a
range
of
records, etc

Regards

Budgie

:

Does it really say
to supply contact details. Message reads Microsoft Office
Outlook
does
not
recognize "SMUT"

Or is is SMTP?

Can you send mail from outlook normally? Is the error message
referring
to
your acct or the email addresses you are trying to merge?

--
Diane Poremsky [MVP - Outlook]





EMO - a weekly newsletter about Outlook and Exchange:
(e-mail address removed)

You can access this newsgroup by visiting
http://www.microsoft.com/office/community/en-us/default.mspx or
point
your
newsreader to msnews.microsoft.com.


I am trying to run a mail merge from Outlook 2007 using a
template
created
in
Word 2007. I have done this before, using Excel as a source and
Outlook
as a
source but am having problems now with Outlook.

When I test the merge - no errors. When I send the merge ouput
to a
file -
no errors and 280 odd contacts appear in the merge file. When I
run
it
using
Outlook, selecting a limited number of records, I get a dialog
box
asking
me
to supply contact details. Message reads Microsoft Office
Outlook
does
not
recognize "SMPT"

The data source is filtered, 3000 odd records down to 280
selected,
filtered
out for blank email addresses in an effort to mitigate error.

Any thoughts anyone?

Thanks in advance.

Martyn
:

Might want to clarify that a mail merge does not and cannot use
a
Distribution List. OP will need to use another way to group
Contacts
to
use
a mail merge.
Mail merges are always preferred over DL's.
--
Russ Valentine
[MVP-Outlook]
Russ must have had on his "cranky pants" the day he replied!!
wowser...he
wasnt much help....I'll see if I can add some light to the
situation.
There
are a few different ways of accomplishing this.....You can
create
distribution lists...for 250 I would create 3 or 4 lists, as
most
email
handlers won't let you create supe large dl's.

You don't say what versions you have....but if it's at least
2003
you
can
do
a mail merge....after a few days of reading posts here I
FINALLY
figured
this
one out....

From Contacts go up to Mail Merge--> at the bottom of the
screen
choose
DOcument Type: Form Letters --->> Merge To: Email and hit
OK--This
will
take
you out to Word ---type up what ever you want---then hover
along
to
the
Mail
Merge Toolbar---down toward the right end---until you find
Merge
to
Email.
It
works like a charm! Hope this helps!!

:

How do I send an email in word to 250 distributors without
having
to
click
each name in the address book?