Join Gini von Courter for an in-depth discussion in this video Attaching files to an email message, part of Word 2013: Mail Merge in Depth.
- With the Merge Tools add-in available to us, we're ready to merge with attachments. What we're going to do is, we're going to set this up as a Mail Merge. We'll start Mail Merge, and even though we're merging to email messages, we're going to use letters because this tool actually creates letters and then sends those letters as an email message. I'm going to choose Letters. I need to select my recipients. I'm going to use an existing list. The list that I'm going to use is in my DataSources.
It is Employee List.xlsx. There are a couple of requirements that are important for this add-in to work properly. First, we're going to use an Excel spreadsheet as our data source, nothing else. If you have data as a CSV file, go ahead and save it as an Excel spreadsheet. If your data source is in Access, then take that data source and export it to an Excel spreadsheet. In that Excel spreadsheet, then, we need to make sure that our field names, our column headings, use only letters and numbers, no special characters, and that those field names each have to start with a letter, not a number.
You can't have, for example, a field name that's "2015 Fiscal Year." You'd have to say "FY 2015." Make sure that your data source is set up this way, and take a moment and look at it to make sure, so that we don't have an issue when we run Mail Merge. If you're using the data source out of the exercise file, I've already checked on all of this for you. So that Employee List.xlsx is the file we want and I'm going to open it. It has one table in it. I'm going to select that table.
The text that I enter here in my document will be the body of my email message. If I want to say Dear, and insert a Mail Merge field, FirstName, The file that I'm going to attach to this email is actually an Excel workbook that's used for calculating cost and payback on installations of solar systems for our residential customers. I just want to say, "Please use the attached updated version "of the Solar Cost and Payback workbook "for all new quotes." Then I can say just my name. That's cool.
All right. That's the text of my message. Now what I need to do is, I need to save this Mail Merge document right now. I'm just going to do a File, Save As, and pitch it out on my desktop. We'll say that this is my Mailing of payback workbook. Cool. Now we're ready to go. Go to Merge Tools, Merge with Attachments.
There's a dialog. It says, print this information and Continue. If you use these tools, one of the ways that we keep Doug Robinson other Microsoft MVPs, who are not paid by Microsoft, in the business is, we actually make a donation. So that's a good thing to do if you would like to. There's information on that, and I use this all the time, so I'm going to be making a donation. I'm going to print the information and continue. It will go to a PDF so that you have it. And now the dialog box opens. It says, "Select the merge fields "that contain the path and filename of attachments." This is a hint that you could send different attachments to different people.
But I want to use an attachment for all messages. I'm going to go to my exercise files. In chapter four, I have this Solar System Cost and Payback workbook. Say Okay. The next question is, how do I want to merge this? If I want to send the text of my document as a separate PDF, I would do that right here. But I actually want to merge this text into my email message. I could also send it as a Word attachment.
If I choose something like Word attachment, then I get more choices because I'm actually going to create those Word documents from this text. This would allow me to name them. But I'm going right to an email message. I need to choose the field that contains email addresses. If I had another column that had courtesy copy addresses, I could choose that here. If the data source itself included a subject field, I could check this check box and choose a field.
But I'm simply going to enter information and say that this is an updated Solar Payback workbook. That's all I need to do. There are many other options, but this is going to allow me to merge my text from my document into the email message and attach the document that I chose, the attachment to be included with all messages. Note also, I could choose multiple attachments here, as well.
Click Continue, and that's how we know that we're done. Let's swing over to Microsoft Outlook and see our messages. Because I was merging email messages, I went offline. I'm working offline. I'm going to my Outbox, and here are the messages that were just created with Merge Tools. If I open one, for example this one, "Dear Sally, "Please use the attached updated version." You saw this text. I entered it in the body of the document.
And there's the attached document that I chose. Merge Tools is a great add-in because it allows us to send attachments, one or more, with our email messages quickly and easily by extending the built-in capability of Microsoft Mail Merge.
- Choosing or creating a data source
- Using Mail Merge with Outlook contacts
- Mail merging data from an Excel spreadsheet
- Inserting address blocks, greetings, and other fields
- Matching fields from a data source
- Using the Merge Tool add-in to add attachments to merged messages
- Previewing merge results
- Sending merged email
- Creating labels with images
- Using rules for customized merges