How can I send 100 email using contact and BCC

[Guest]

Before I post my question I checked to see if I can find my answer in forum.
I noticed most of responses are like argument or discussion when the enquirer
needed step by step direction such as (just example): go on inbox, click on
new, type email address in To and click send, so you can send e-mail in
outlook. Please let me know step by step how can I send 100 emails that I
have in my contact under Architects sub-title, using BCC. I use outlook, part
of office 2003.

Regards

Ali Zohouri (e-mail address removed)

 

[Sue Mosher [MVP-Outlook]]

First, tell us why you want to send one message using Bcc rather than sending 100 individual messages that, because they're not sent Bcc, are more likely to get through the recipients' spam filter?

--
Sue Mosher, Outlook MVP
Author of Configuring Microsoft Outlook 2003

and Microsoft Outlook Programming - Jumpstart for
Administrators, Power Users, and Developers

 

[Guest]

Hi Sue; I am part of GTHBA in Toronto, Canada and I have e-mail of 800
members in my contact (outlook) list. I can send each of them a separate
email but I have to send 800 separate emails. I type my Email address in To
box assuming they realize that is me sending e-mail to them. And I put their
address in BCC so all of them will receive my e-mail. I separate 800 to 8
list of 100 names in contact section and I named each section as Architect1,
Architect2, and so on. Please direct me step by step. Also please tell me if
there is better way to save time.

Ali Zohouri

 

[Sue Mosher [MVP-Outlook]]

IMO, the best way to perform a bulk mailing like that is to use a mail merge. This ensures that each person gets an email message addressed to them -- not to you -- which increases the chance that it will get through their spam filter. And it's one operation, not 8. These pages should help you get started:

http://office.microsoft.com/en-us/assistance/HA011866951033.aspx
http://office.microsoft.com/en-us/assistance/HA010427871033.aspx

--
Sue Mosher, Outlook MVP
Author of Configuring Microsoft Outlook 2003

and Microsoft Outlook Programming - Jumpstart for
Administrators, Power Users, and Developers

 

[Brian Tillman]

Before I post my question I checked to see if I can find my answer in
forum. I noticed most of responses are like argument or discussion
when the enquirer needed step by step direction such as (just
example): go on inbox, click on new, type email address in To and
click send, so you can send e-mail in outlook. Please let me know
step by step how can I send 100 emails that I have in my contact
under Architects sub-title, using BCC. I use outlook, part of office
2003.

Open your Contacts folder. Select all the contacts under Architects. Click
Action>New Message to Contacts. When the Compose window appears, select
everything in the To field and drag it to the Bcc field.

 

[Guest]

Hi Brian: Thanks for direction using BCC, it was usefull. However Sue belives
using Mail Merge is better way and I agree with her. I tried and I merged my
letter with selected addresses in contact. This process done successfully
then I could not figure out how to use it to send email for those addresses.
I opened contact, selected Architects,Tools>Merge>on Mail Merge Contacts
selected"only selected contacts, contact fields in current view, existing
document, Brows (selected a letter that I wanted to send to Architects), Form
letters, Merge to E-mail, I wrote subject line and clicked OK. Word opened
with the letter to architects and I checked Mail Merge Receipients was ok.
Question? What would be the next step. Did I do anything wronge? In word I
went to File>send to>Mail Recipient. It didn't work and I didn't have any
e-mail address in To.

 

[Sue Mosher [MVP-Outlook]]

Look on the mail merge toolbar. There's a button for merge to email next to the buttons for merge to print and merge to new documents.

--
Sue Mosher, Outlook MVP
Author of Configuring Microsoft Outlook 2003

and Microsoft Outlook Programming - Jumpstart for
Administrators, Power Users, and Developers

 

[Judy Gleeson MVP - Outlook]

You're nearly there:

select people, Tools | Mailmerge | to email | write the subject line | OK

Word starts up

use Insert Merge Fields to add fields from your Contacts (NOT the Insert
Word Fields button).

The ABC button (on the toolbar) will show your merged data. Along to the
right on the toolbar is a Merge To Email button. Use that to start the
merge. On the next popup window just click Enter/OK (whatever it says!).
Done!


Judy Gleeson - MVP Outlook
Acorn Training and Consulting
Canberra, Australia


see what Outlook training can do to improve productivity:
www.acorntraining.com.au/pdfdocs/ProductivITwithOutlook.pps

www.acorntraining.com.au/productivit.htm

 

[Guest]

Thanks Sue, I found merge to email button. I clicked on it, I got pop up
"merge to email". To ? I know I have correct contacts in Merge. What should I
put there? Mail format? My document is one page letter so I put "plain
text".From, To (smaller boxes) I guss means from page 1 to page 1 (1 &
1),click Ok. Am I in the right track? It did not work!

Ali Zohouri

 

[Guest]

Tanks Judy. I clicked on "insert>Field> How can I add field from contact? I
have Categories, Field names, Formula button and field codes in this pop up.
By the way, I also clicked on "Merge to email" button and on the next popup
just clicked Ok, I got another popup said "A program is trying to access
e-mail addresses you have stored in outlook, do you want to allow this?
Anyway I cliked ok and I got another popup "check names?".

Ali zohouri

 

[Judy Gleeson MVP - Outlook]

You add the Contact fields as I described. Insert Merge Field. You'll get
a pop up of all available Contact Fields (including any user defined ones).
Write some words, then Insert Merge Fields , write some more words, insert
another field etc to make your email.

Judy Gleeson - MVP Outlook
Acorn Training and Consulting
Canberra, Australia


see what Outlook training can do to improve productivity:
www.acorntraining.com.au/pdfdocs/ProductivITwithOutlook.pps

www.acorntraining.com.au/productivit.htm

Tanks Judy. I clicked on "insert>Field> How can I add field from contact? I
have Categories, Field names, Formula button and field codes in this pop up.
By the way, I also clicked on "Merge to email" button and on the next popup
just clicked Ok, I got another popup said "A program is trying to access
e-mail addresses you have stored in outlook, do you want to allow this?
Anyway I cliked ok and I got another popup "check names?".

Ali zohouri

 

[Sue Mosher [MVP-Outlook]]

Thanks Sue, I found merge to email button. I clicked on it, I got pop up

"merge to email". To ? I know I have correct contacts in Merge. What should I
put there?

If you browse through the drop-down list, you should notice that it's a list of the fields in your Outlook contacts. You have a choice of Email, Email_2, and Email_3 (among other fields). These correspond to the three email addresses you can have for each contact. Generally, you'll choose Email.

Mail format? My document is one page letter so I put "plain text".

You should choose HTML so that the message will look like you've formatted in Word and so that you can avoid security prompts.

From, To (smaller boxes) I guss means from page 1 to page 1 (1 & 1),

No, those controls refer not to the number of pages but the number of merge records. (Note the "Send records" heading.) Since you've already selected your contacts in Outlook, you normally would leave those controls blank and instead choose All Records (the default) so that Word can create a message for each selected contact.

click Ok. Am I in the right track? It did not work!

Yes, when you click OK, Word will start creating the messages. Before you click OK, you may want to use the File | Work Offline command in Outlook (if available) to take Outlook offline or disconnect the computer from the network so you can see the messages stack up in your Outbox folder in Outlook. Try it with a small test of 2-3 contacts first so that you can get the hang of it.

Ali Zohouri

 

[Brian Tillman]

Thanks for direction using BCC, it was usefull. However Sue
belives using Mail Merge is better way and I agree with her.

Well, so do I, but I was answering your specific question.

 

[Guest]

Thanks Brian, problem solved

Well, so do I, but I was answering your specific question.

 

[Guest]

Thanks Judy, you are great, problem solved.

You're nearly there:

select people, Tools | Mailmerge | to email | write the subject line | OK

Word starts up

use Insert Merge Fields to add fields from your Contacts (NOT the Insert
Word Fields button).

The ABC button (on the toolbar) will show your merged data. Along to the
right on the toolbar is a Merge To Email button. Use that to start the
merge. On the next popup window just click Enter/OK (whatever it says!).
Done!


Judy Gleeson - MVP Outlook
Acorn Training and Consulting
Canberra, Australia


see what Outlook training can do to improve productivity:
www.acorntraining.com.au/pdfdocs/ProductivITwithOutlook.pps

www.acorntraining.com.au/productivit.htm

 

[Guest]

Thanks Sue, you are great, problem solved

Ali zohouri