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January 2002
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Tech 101

eMerging in Outlook XP

By Roberta Gelb

MICROSOFT Corp. refers to e-merging as broadcast e-mail, but I think of it as mail merge e-mails. Use this tool to send individually addressed emails to a group of individuals in your Outlook contacts folder. You may customize either the address (so that everyone gets an individually addressed email) and/or customize fields within the body of the email. The recipient receives an individual email and is not one name within a long distribution list or one bcc.

Note: You may use other databases or create a simple address list. In this article we will be using an Outlook Contacts folder to address our emails.

1. Make sure the contact folder you are planning to use for your e-mail addresses has been published. (You may only publish public folders or personal contact folders. If you have rights to someone else's contact folder, you must copy the contacts to one of your personal folders for mail merge.)

If it has not, do the following:

a) Right click on the folder in the folder list.

b) Click on Properties.

c) Click on the Outlook Address Book tab.

d) Click in the checkbox Show this folder as an e-mail Address Book.

e) Click on O.K.

2. Select Tools, Letters and Mailings, Mail Merge from the menu.

3. The Mail Merge task pane will automatically appear on the right side of your screen. Throughout this function you will make selections on the top of the task pane and click on next to continue the process.

4. Select E-mail Messages and then click on Next: Starting Document.

5. Select the current document, a template or an existing document as the basis of the e-mail text.

6. Click on Next: Select Recipients.

7. Under Select Recipients, click on Select from Outlook contacts.

8. Under Select From Outlook Contacts, click on Choose Contacts Folder.

9. The following screen appears.

Click on one of the contact folders listed and click on OK.

10. The following dialog box appears.

11. You may select all of the names or clear all of the names. To sort by a column, click on the column heading. You may select in four ways. Click on the arrow next to the column heading and select a) all b) blanks c) non-blanks or d) advanced. If you select Advanced, the Filter and Sort dialog box appears. Enter the Filter criteria and click on O.K.

12. All of the names are selected by default. You may change this by clicking on the check mark at the left of the name. Click on O.K. to continue.

13. Click on Next: Write your e-mail message.

14. You may include many of the fields from the Outlook folder. Word XP has several preset and formatted items such as address block, greeting line. If you want to include other fields, click on more items and the following dialog box appears. Select a field and click on Insert for each field you want to add.

15. When you have finished typing the text of this e-mail, click on Next: Preview your e-mail message.

16. In this step you may find recipients, edit information or exclude recipients. Click on Next: Complete the merge.

17. Under the Merge section of the task pane, click on Electronic Mail.

18. In the dialog box, fill in the Subject line and change the Mail format if necessary.

The Mail format options are: 1) attachment, 2) plain text and 3) HTML.

If you select either plain text or HTML, the text of the Word document will become the text of the e-mail.

If you select attachment, the Word document will be emailed as an attachment.

19. Click on O.K. and your e-mails will automatically be sent.

Roberta Gelb is training manager at New York City's Kraft, Kennedy & Lesser.

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