[mso] Re: E-mail merge using Access and Word

Thanks Peter in FL (is it hot enough for you? I'm in Lakeland..you can fry 
eggs on the sidewalk!)
see interspersed comments below:

It was 5/31/2004 when Peter Chiavaro mentioned:
----------------------Begin Quote------------------------
 >First of all, don't get nervous... hahaha, I'm pretty sure anything that =
 >Eudora does Outlook can do too,,, maybe even better.

no comment..I'm a die hard Outhouse....uh..outlook hater :o)

 >What exactly are you trying to achieve? Can you just explain what you =
 >would like for an end result?

we are emailing parents of students in a middle school..they sign up at the 
beginning of the year (are you familiar with the TONS of paperwork to do at 
the beginning of the school year? well..it's one more piece of paper to 
fill out)...or they can sign up online..we will NOT send email to people 
who do NOT have a student in our school..so I have a master list of ALL 
student in our school (in Access) and when a hard copy or email version of 
a sign up comes through..I verify..then add the email address to the info 
that I have...each student is ONE record (or that is my goal anyway)
The emails are informational...we are going toward a paperless school


 >I'm loosing you at the part where you have 2 or more addresses for a =
 >student.

Each student is one record...each record has name, student ID, phone, 
parent name, phone number, a photo, an email

then I forgot about kids who had parents that were not married any more and 
NOT living together..but BOTH parents want the email..so I had to add 
another field for the student that included the SECOND email...

This might be a "relational" task and I think that Access is =
 >best equipped to handle it. If you're not keeping any data on the Mom's =
 >and Dad's, then, your method of "second Email", third Email" for the =
 >same student should work fine.

It was fine until we did a mail merge using word...let me explain before I 
go further...that I knew ZERO about Access until I took TWO Access courses 
in March through the school board..I know just enough to fake my way 
through..be gentle on me :o)
I have this HUGE 450 mb database (has student pictures on it) and I did NOT 
want ANYONE other than me touching it..because I have not figured out how 
to lock it for everyone but me...so I really don't want to work within THAT 
database...if you know an easier way..I'm all ears..

 >
 >I am guessing that you'd like to send an Email ONLY to the student's =
 >"primary" Email address and NOT the Mom's and Dad's. Is that correct?

NO..we want to send an email to the parents that signed up for it
..in some cases...two parents= two emails
...most cases: two parents=one email

In =
 >any case, WHATEVER job you come up with, Access can handle it. Also be =
 >reminded that Access has a field you can set as a "hyperlink". Great for =
 >sending individual emails.=20

Right..but like I said..I don't want anyone messing with the database..as 
far as I can see..it's very easy to delete records without undoing..or 
without even knowing it


 >It also sounds like using 5 different programs to send one Email is too =
 >much work. I dono for sure, but... I just "sounds like"... there aughta =
 >be a better way. Word, Excel, Access, Outlook (Eudora)... cheesh?

not using eudora (unfortunately)...just used it to test at home..seeing as 
I will not have outhouse on my home computer :o)

and it's not just ONE email..everytime the principal emails to the "list" 
it goes out to about 500 addresses!

 >
 >Since your data is ALREADY in MS Access,,, the "very best way" would be =
 >to compose AND send the emails directly from within MS Access. Not many =
 >people know it, but MS Access CAN send Email. It can be done but this =
 >requires extensive coding. I have a great MS Access "Bulk Mailer" that =
 >would suit your needs perfectly. Open Access, type the message, and =
 >click one button and off they go. It will run all day and night long no =
 >matter how many thousands of Email addresses you give it. These are =
 >"individual" emails and not one message sent as a carbon copy.

sounds good..but don't forget the above about being a newbie Access user 
and not wanting anyone to touch the database..OH..I guess I should 
clarify..*I* do not send the emails..the principal does..I just maintain 
the list....where can I get the bulk mailer?


 >At the other end of the spectrum there IS something you can handle, you =
 >can simply have Access output the "precise" list of addresses, then have =
 >Outlook read or import the file.

that would be nice..so how do I output email in field email1 and field 
email2 into ONE long list of addresses?
how would I single out the above using 6th grade (or 7th or 8th) only??

 >Are you sending these as "Carbon Copies" through Outlook?

NO!!!!....we have not done the email merge thing yet..I'm pushing my 
boss/principal..cuz it's easier than what we were doing for the past 2 
years...which is

Excel..when I had a change come in..I'd email her the addresses ONLY in a 
text file..she'd put it in her outlook distribution list and put the list 
in the BCC field..has been working fine..but some ISPs have been choking on 
the 600 addresses in the BCC field...AND...I had to email her at least 
three times a week with an updated list..with ACCESS..she just uses the 
database that I'm sharing with her (through WORD) which is always 
current...no clunky updates on my part..


 >If it is strictly announcements you are sending out.. How about just =
 >setting up a mailing list? Freelists, Yahoo, Smart groups... whatever??

because we don't want just any joe blow signing up and getting the 
messages..they have to be a student's parent or guardian..and we can NOT 
(county policy) put any student info on the web..even if it is server side 
and restricted..so the online database check thing is out..

  =
 >I am not sure if you need replies from the Email you send, or if you =
 >would like to have the students interact with each other.

NO students interacting

..but the principal does receive replies..and she does not mind them
 >

 >Hope I didn't confuse the issue.. hahaha.
I sure hope *I* didn't!
----------------------End Quote------------------------

Thanks!!
---Thanks,
Cherie

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