mail merge

  • Thread starter Thread starter Sarah
  • Start date Start date
S

Sarah

Hi there everyone,

My boss wants me to set up a client database in excel that lists all our
clients, this would need to be able to notify us of clients birthdays at the
right time, so we can either email them or phone them. Does anyone know how
to do this?!? I am stuck and need help ASAP!!!!

Thanks

Sarah
 
A simple table with column headings such as client name, address, city,
state, zip, email, and phone for starts. Add another column for the month
of the birthdate (say in D5) , then in E5 use the function =(MONTH(D5)) where
D5 contains the birthdate. The month function returns the number of the
month. Feb=2 Nov=11

Add, perhaps another column called month name. Use the vlookup function
reference a column (perhaps on another sheet) whose first column contains the
number of the month and the second column contains the month name.

In this column use the function =VLOOKUP(E5,$B$14:$C$25,2) where E5 contains
the month function referring to D5 (see above) $B$14:$C$25 is the range
containing the month number 1-12 and the second column contains the month
names Jan-Feb. The 3rd argument 2 returns the name in column 2. Absolute
references (dollar signs) are required if you want to copy the function down
for the entire table.

The range containing the lookup list (first column contains 1-12, second
column contains Jan - Feb, can be in another worksheet.

Now either sort the list by birthdate and / or use a data filter on the
month name field to show only the rows in the table for the month you specify.

Hope this is not too complicated. Can't think of an easier way offhand.
 
Word, in its mail merge feature, has an option to use and Excel workbook as
its data source. You might want to use named ranges in your workbook for
easier identification, but that is not required for the mail merge.

For more info on the Word part, perhaps post another entry in the Word
discussion list.
 
Hi Sarah,

I can't see what your aims have to do with mailmerge. Rather, I think it's the sort of thing that applications like Outlook etc are
designed to do.
 
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