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Performing an email merge

From: Publisher 2010 Essential Training

Video: Performing an email merge

If you've been following along in this chapter, you know you can create a mail merge with any publication and a list of recipients. Well, you can also do what's known as an e-mail merge. In this case, you're going to be disseminating the publication after the merge has been completed via e-mail, instead of printing it out and actually handing out the publication to people. So we are going to start from scratch with a clean slate here, our brand-new hello nametag, HelloNameTag4, if you've got the exercise files, and down below is where we are going to insert the fields. But we're going to go about it a little bit differently this time.

Performing an email merge

If you've been following along in this chapter, you know you can create a mail merge with any publication and a list of recipients. Well, you can also do what's known as an e-mail merge. In this case, you're going to be disseminating the publication after the merge has been completed via e-mail, instead of printing it out and actually handing out the publication to people. So we are going to start from scratch with a clean slate here, our brand-new hello nametag, HelloNameTag4, if you've got the exercise files, and down below is where we are going to insert the fields. But we're going to go about it a little bit differently this time.

Let's go to Mailings, and you will notice in the Start group, here we have Mail Merge. It was selected by default, So you don't have to select it. If you want to do an e-mail merge, you can click that button, and now everything we do is e-mail related. But the other option is to click the dropdown. If you've never used this before, why not use the Step by Step E-mail Merge Wizard. When you do that, you'll notice the E-mail Merge task pane on the right-hand side appears, and you're at step 1 of 3, which is to choose your recipients. So in this case, we have the same options, using an existing list, which could be a database file, an Excel file, even a text file with delimiters.

Or you could choose from your Outlook contacts, or create a brand-new list by typing in the info as you create the merge file. Let's go back to our Outlook contacts. It is an e-mail merge after all, so you may have contact information, and it's on to the next step. The link at the bottom will take us to the next step, which is to create or connect to our recipient list. And because we chose a list of recipients, we will be connecting as opposed to creating. You may see a profile name to choose from. You can click OK, and you don't need to log in again.

So you can click Cancel, if you like, and just select your contacts. If you have more than one list, go ahead and select the one you want to connect with and click OK. Now you'll see your mail merge recipients in a dialog box, and you can pick and choose who is going to be included in this particular e-mail merge. If you want to deselect the check box, those people will not be included. And then click OK. So this changes our E-mail Merge pane on the right-hand side to display a list of fields, and now it's time to insert that info into our nametag, so we will click inside the text box, and we will add the first name, which is called First.

We will leave a space by clicking the Spacebar or pressing the Spacebar on your keyboard and choosing Last. So we have got the first and last name. Press Enter to go down to the next line, and let's add the Company name as well. Now we can do some formatting here if we want, like First and Last. It should probably be a little bit bigger, so we will go to the Home tab, and we will just bump that up until it looks right. So we can just click anywhere outside that to deselect, to see what it looks like. Not too bad, and if you click off the file itself, we will be able to see it without any handles.

So this looks pretty good. I like the formatting. We are ready to move on now to the very next step. If you happen to see something asking you to log in, again, you can log in if you like, or just click Cancel to continue. The next step is to create the merge to publication, so we will do that, and you can see in the E-mail-Merge pane here, we can Send an e-mail. We can preview this. We can also print, save a shortcut to our recipient list for future use, or export the list to a new file. And let's say we just want to send it via e-mail. Click Send e-mail.

You can see the Merge to E-mail dialog box appears, and it's going to go to, and you can see Email Address, but if you wanted to, you could choose other options, like faxes, and so on. Let's leave the Email Address showing up in the two fields. The Subject, Event Name Tag. And now we can click on items from this list here to personalize the subject in line. Let's say, Event Name Tag for you and then add their first name in there.

And when you click Send, that's exactly where they're going to see. If it was going to me, for example, the Subject would be Event Name Tag for you David, and you can see my e-mail address will appear in the To field. So I will click Send. You are about to send five e-mail messages. Do you want to continue? When you click OK, they will be sent off using Microsoft Outlook.

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This video is part of

Image for Publisher 2010 Essential Training
Publisher 2010 Essential Training

60 video lessons · 13910 viewers

David Rivers
Author

 
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  1. 5m 35s
    1. Welcome
      1m 31s
    2. Exploring the possibilities with Publisher
      3m 14s
    3. Using the exercise files
      50s
  2. 41m 12s
    1. Understanding the interface
      6m 54s
    2. Creating a new publication
      3m 30s
    3. Editing your business information
      4m 40s
    4. Considerations when saving publications
      4m 0s
    5. Adjusting page and print setup options
      4m 48s
    6. Zooming and panning a publication
      4m 45s
    7. Inserting pages and navigating them
      8m 25s
    8. Using Undo and Redo
      4m 10s
  3. 41m 2s
    1. Adding and modifying text in a frame
      5m 30s
    2. Creating bulleted and numbered lists
      6m 57s
    3. Setting line spacing
      2m 29s
    4. Using AutoFit and linked text
      3m 46s
    5. Using fine typography options
      4m 40s
    6. Using Find and Replace
      4m 11s
    7. Using AutoCorrect
      4m 48s
    8. Using proofing tools
      6m 32s
    9. Translating text
      2m 9s
  4. 14m 17s
    1. Using the scratch area
      2m 53s
    2. Drawing and inserting shapes
      6m 2s
    3. Manipulating objects
      2m 49s
    4. Deleting objects and frames
      2m 33s
  5. 22m 4s
    1. Inserting pictures
      1m 52s
    2. Using picture frames
      2m 30s
    3. Adjusting picture appearance
      3m 29s
    4. Manipulating pictures
      4m 48s
    5. Adding captions to pictures
      2m 40s
    6. Inserting clip art
      3m 31s
    7. Using WordArt
      3m 14s
  6. 12m 45s
    1. Changing fill and line attributes
      4m 46s
    2. Layering objects
      2m 22s
    3. Selecting and grouping multiple objects
      2m 30s
    4. Aligning and distributing objects
      3m 7s
  7. 15m 34s
    1. Inserting tables and choosing preset formats
      4m 17s
    2. Changing cell formatting and layout
      3m 46s
    3. Adjusting rows and columns
      3m 18s
    4. Working with text in tables
      4m 13s
  8. 27m 41s
    1. Creating and applying master pages
      4m 49s
    2. Changing the page background
      3m 25s
    3. Using templates
      3m 54s
    4. Saving design changes to a template
      3m 19s
    5. Using the Design Checker
      3m 3s
    6. Using building blocks
      4m 19s
    7. Adding headers, footers, and page numbering
      4m 52s
  9. 13m 20s
    1. Creating a publication for the web
      1m 43s
    2. Inserting hyperlinks
      4m 23s
    3. Inserting bookmarks
      3m 48s
    4. Running web site checks
      3m 26s
  10. 12m 5s
    1. Creating a recipient list
      2m 29s
    2. Inserting merge fields
      3m 5s
    3. Performing a mail merge
      2m 13s
    4. Performing an email merge
      4m 18s
  11. 14m 34s
    1. Previewing and printing your publication
      4m 0s
    2. Setting commercial print options
      3m 3s
    3. Saving your publication for a commercial printer
      2m 35s
    4. Saving your publication for another computer
      2m 6s
    5. Saving your publication to other formats
      2m 50s
  12. 22s
    1. Goodbye
      22s

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