In this example I will email all of the IT majors. I start by clicking the Contact Info for Majors b - PowerPoint PPT Presentation

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In this example I will email all of the IT majors. I start by clicking the Contact Info for Majors b

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I start by clicking the 'Contact Info for Majors by GPA and Hours' ... To select all majors I simply enter 0 (zero) as the minimum ... a fairly quick step. ... – PowerPoint PPT presentation

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Title: In this example I will email all of the IT majors. I start by clicking the Contact Info for Majors b


1
In 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.
2
Here 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.
3
At 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.
4
Here 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.
5
In Word choose Letters and Mailings from the
Tools menu and the choose Mail Merge Wizard.
6
Change the document type to E-mail messages and
then click the Next button at the bottom.
7
Select Use the current document and the click
the Next button at the bottom.
8
Click the Browse button.
9
Find the Excel file you created and double-click
it.
10
In the Confirm Data Source box, double-click the
entry labeled Excel Worksheet via DDE.
11
A dialogue box asking which range will appear.
There should only by one range (Entire
Spreadsheet) so click the OK button.
12
You may uncheck records if you need to exclude
them from the merge. When you have finished
excluding records, click the OK button.
13
Now that you have your data, click the Next
button at the bottom of the task pane in order to
write your e-mail message.
14
When 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.
15
In 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.
16
Once you have finished typing your letter, click
the Next button at the bottom of the task pane.
17
Your 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.
18
Click the Electronic Mail button in the task pane.
19
Finally, 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.
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