Sending personalised email is a breeze with Access 97.

See all the great articles from Smart Access on Word, Outlook and Excel

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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