Title: In this example I will email all of the IT majors. I start by clicking the Contact Info for Majors b
1In this example I will e-mail all of the IT
majors. I start by clicking the Contact Info
for Majors by GPA and Hours button of the shared
reports form. To select all majors I simply
enter 0 (zero) as the minimum hours and GPA.
2Here is the resulting report. This step may take
several minutes. You will know that the report
is finished when a number of records is displayed
at the bottom of the report.
3At this point I usually find it easiest to export
the report to an Excel spreadsheet to sort or to
use in a Word merge. In the Tools menu, choose
Office Links and then Analyze It With Microsoft
Excel.
4Here is the report in Excel. This is usually a
fairly quick step. The file will have been
given the same name as the report and saved in
the default directory, usually My Documents.
Note the file name displayed in the title bar.
At this point you can close both Excel and Access.
5In Word choose Letters and Mailings from the
Tools menu and the choose Mail Merge Wizard.
6Change the document type to E-mail messages and
then click the Next button at the bottom.
7Select Use the current document and the click
the Next button at the bottom.
8Click the Browse button.
9Find the Excel file you created and double-click
it.
10In the Confirm Data Source box, double-click the
entry labeled Excel Worksheet via DDE.
11A dialogue box asking which range will appear.
There should only by one range (Entire
Spreadsheet) so click the OK button.
12You may uncheck records if you need to exclude
them from the merge. When you have finished
excluding records, click the OK button.
13Now that you have your data, click the Next
button at the bottom of the task pane in order to
write your e-mail message.
14When you are writing your e-mail message you can
click the More items button on the task pane to
display a list of field to insert in your message.
15In this example I am inserting the First Name
field into my salutation. Unfortunately, you
have to close the field list in order to finish
typing your message, so if you want to insert
another field in the body of your message you
will need to use the More items button to
redisplay the field list.
16Once you have finished typing your letter, click
the Next button at the bottom of the task pane.
17Your first letter, complete with real data in
place of the field markers should be displayed.
If it looks correct, click the Next button at the
bottom of the task pane.
18Click the Electronic Mail button in the task pane.
19Finally, enter the subject line for your e-mail
message and click the OK button to start sending
the messages. If you dont have Outlook running
you will need to open it before the messages will
be sent.