Bulk Email with different data to each recipient

[Guest]

I regularly use regular letter and email mail-merge in Outlook and MS Word. Our 3rd party tax system produces a standard plain text file of reminder letters to each of our clients, but each letter within this file has one section with their personal tax numbers, therefore I only want each client to receive their respective letter. Supposedly, you can do a bulk email of this data thru the Mail Merge Wizard, with each client receiving only their respective letter. The file start off with the following header: "Email", "Letter". The next line is: "client email (e-mail address removed)"," . (Period added for my punctuation). At the end of the first letter, before the next partially personalized email letter is the following: " . (Period added for my punctuation). Then the next line is: "client email (e-mail address removed)"," . (Period added for my punctuation)

I can produce and email the file thru the Mail Merge Wizard, but in my test email, each email address receives the entire file of letters with everyone's personal tax numbers. In the preview screen in mail merge wizard, you can see this too. The "sample letter" contains the entire file of letters. The tax service claims this does not happen when they try it, and I have walked thru each step over the phone with them exactly, but still get the entire file emailed to each recipient. It seems there should be some type of code to stop the email of the subsequent recipient with the next recipient's data

What am I doing wrong? I use MS Word and Outlook 2002. Thank you.

 

[Simon]

You can mail merge to email - I do it regularly. I don't quite follow your
instructions but the way I do it is this:

The data source is Excel spreadsheet (or Access DB, or table in Word) with
columns headed as (for example) Name, Email Address, Tax Number, etc, Each
row in this sheet contains the data for one recipient.

The merge document is then set up with the appropriate field where you need
them. When you merge you select the type as Electronic Mail and under the
Setup button tell it which field contains the recipients email address. Each
recipient then receives a personalised copy of the merge document.

If you are using the file containing ALL the letters as your merge document
then each recipient will receive that WHOLE file. You need to use you tax
system to output ONE letter to be modified as the merge document, and a
table to be used as the source.

Simon

I regularly use regular letter and email mail-merge in Outlook and MS

Word. Our 3rd party tax system produces a standard plain text file of
reminder letters to each of our clients, but each letter within this file
has one section with their personal tax numbers, therefore I only want each
client to receive their respective letter. Supposedly, you can do a bulk
email of this data thru the Mail Merge Wizard, with each client receiving
only their respective letter. The file start off with the following header:
"Email", "Letter". The next line is: "client email (e-mail address removed)"," .
(Period added for my punctuation). At the end of the first letter, before
the next partially personalized email letter is the following: " . (Period
added for my punctuation). Then the next line is: "client email
(e-mail address removed)"," . (Period added for my punctuation).

I can produce and email the file thru the Mail Merge Wizard, but in my

test email, each email address receives the entire file of letters with
everyone's personal tax numbers. In the preview screen in mail merge
wizard, you can see this too. The "sample letter" contains the entire file
of letters. The tax service claims this does not happen when they try it,
and I have walked thru each step over the phone with them exactly, but still
get the entire file emailed to each recipient. It seems there should be
some type of code to stop the email of the subsequent recipient with the
next recipient's data.