Help required with Mail Merge to Email displaying more then one line per condition

[D2TheQ]

Hi,

This is going to be difficult to explain and not really Excel related but I run it past you guys n girls ...

I have created a mail merge that exports to email the only problem is the mail merge can only handle sending one email per line on the data source. I need it to find all records by one particular condition (i.e Buyer) then display other info such as reg, inv number and delivery date then email that contact. This mail merge basically emails buyers advising that their vehicle has been scheduled for delivery and often buyers purchase more then one vehicle

How do I go about setting this up, I have read online this it can be done using the "Directory" document type and using the mail merge wizard but I'm concerned I will lose the email function.

My data source is setup with the following headings which nneds to be displayed in the mailmerge in a table..:

Reg
Buyer
Invoice Number
Transport Company
Delivery Date

I really like to automate this as currently I can spend up to 2 hours a day emailing the buyers individually. Please let me know if you need any other info

 

[Trevor G]

Take a look at the Datapig tutorial for sending emails

http://www.datapigtechnologies.com/ExcelMain.htm

Scroll down the list until you find Using Excel Macros.

 

[D2TheQ]

Thanks for the quick reply however I dont have any audio at work so i will have to have a look when i get home later tonight

I wanted to go down the mail merge route as i have to export data from a sales system at work into an excel spreadsheet which i then use as the data source for the mail merge / email. This report often has over 200 lines of data so looking for a solution that basically sends all the emails out in bulk.

Just so everyone understands what im trying to do i have c&p my mail merge template below..:

Thank you for your payment. <?xml:namespace prefix = o ns = "urn:schemas-microsoft-comfficeffice" /><o></o>
<o></o>
<o> </o>
I am pleased to confirm that transportation has been arranged for your vehicle(s). The details of your delivery are as follows:<o></o>
<o> </o>
<TABLE class=MsoTableGrid style="BORDER-RIGHT: medium none; BORDER-TOP: medium none; BORDER-LEFT: medium none; BORDER-BOTTOM: medium none; BORDER-COLLAPSE: collapse; mso-border-alt: solid windowtext .5pt; mso-yfti-tbllook: 480; mso-padding-alt: 0in 5.4pt 0in 5.4pt; mso-border-insideh: .5pt solid windowtext; mso-border-insidev: .5pt solid windowtext" cellSpacing=0 cellPadding=0 border=1><TBODY><TR style="mso-yfti-irow: 0; mso-yfti-firstrow: yes"><TD style="BORDER-RIGHT: windowtext 1pt solid; PADDING-RIGHT: 5.4pt; BORDER-TOP: windowtext 1pt solid; PADDING-LEFT: 5.4pt; BACKGROUND: #dfdfdf; PADDING-BOTTOM: 0in; BORDER-LEFT: windowtext 1pt solid; WIDTH: 80.6pt; PADDING-TOP: 0in; BORDER-BOTTOM: windowtext 1pt solid; mso-border-alt: solid windowtext .5pt; mso-shading: windowtext; mso-pattern: gray-125 auto" vAlign=top width=107>Registration<o></o>
</TD><TD style="BORDER-RIGHT: windowtext 1pt solid; PADDING-RIGHT: 5.4pt; BORDER-TOP: windowtext 1pt solid; PADDING-LEFT: 5.4pt; BACKGROUND: #dfdfdf; PADDING-BOTTOM: 0in; BORDER-LEFT: #ece9d8; WIDTH: 261pt; PADDING-TOP: 0in; BORDER-BOTTOM: windowtext 1pt solid; mso-border-alt: solid windowtext .5pt; mso-shading: windowtext; mso-pattern: gray-125 auto; mso-border-left-alt: solid windowtext .5pt" vAlign=top width=348>Buyer<o></o>
</TD><TD style="BORDER-RIGHT: windowtext 1pt solid; PADDING-RIGHT: 5.4pt; BORDER-TOP: windowtext 1pt solid; PADDING-LEFT: 5.4pt; BACKGROUND: #dfdfdf; PADDING-BOTTOM: 0in; BORDER-LEFT: #ece9d8; WIDTH: 1.25in; PADDING-TOP: 0in; BORDER-BOTTOM: windowtext 1pt solid; mso-border-alt: solid windowtext .5pt; mso-shading: windowtext; mso-pattern: gray-125 auto; mso-border-left-alt: solid windowtext .5pt" vAlign=top width=120>Invoice Number<o></o>
</TD><TD style="BORDER-RIGHT: windowtext 1pt solid; PADDING-RIGHT: 5.4pt; BORDER-TOP: windowtext 1pt solid; PADDING-LEFT: 5.4pt; BACKGROUND: #dfdfdf; PADDING-BOTTOM: 0in; BORDER-LEFT: #ece9d8; WIDTH: 117pt; PADDING-TOP: 0in; BORDER-BOTTOM: windowtext 1pt solid; mso-border-alt: solid windowtext .5pt; mso-shading: windowtext; mso-pattern: gray-125 auto; mso-border-left-alt: solid windowtext .5pt" vAlign=top width=156>Transport Company<o></o>
</TD><TD style="BORDER-RIGHT: windowtext 1pt solid; PADDING-RIGHT: 5.4pt; BORDER-TOP: windowtext 1pt solid; PADDING-LEFT: 5.4pt; BACKGROUND: #dfdfdf; PADDING-BOTTOM: 0in; BORDER-LEFT: #ece9d8; WIDTH: 99pt; PADDING-TOP: 0in; BORDER-BOTTOM: windowtext 1pt solid; mso-border-alt: solid windowtext .5pt; mso-shading: windowtext; mso-pattern: gray-125 auto; mso-border-left-alt: solid windowtext .5pt" vAlign=top width=132>Delivery ETA<o></o>
</TD></TR><TR style="mso-yfti-irow: 1; mso-yfti-lastrow: yes"><TD style="BORDER-RIGHT: windowtext 1pt solid; PADDING-RIGHT: 5.4pt; BORDER-TOP: #ece9d8; PADDING-LEFT: 5.4pt; PADDING-BOTTOM: 0in; BORDER-LEFT: windowtext 1pt solid; WIDTH: 80.6pt; PADDING-TOP: 0in; BORDER-BOTTOM: windowtext 1pt solid; BACKGROUND-COLOR: transparent; mso-border-alt: solid windowtext .5pt; mso-border-top-alt: solid windowtext .5pt" vAlign=top width=107>{REG}
</TD><TD style="BORDER-RIGHT: windowtext 1pt solid; PADDING-RIGHT: 5.4pt; BORDER-TOP: #ece9d8; PADDING-LEFT: 5.4pt; PADDING-BOTTOM: 0in; BORDER-LEFT: #ece9d8; WIDTH: 261pt; PADDING-TOP: 0in; BORDER-BOTTOM: windowtext 1pt solid; BACKGROUND-COLOR: transparent; mso-border-alt: solid windowtext .5pt; mso-border-left-alt: solid windowtext .5pt; mso-border-top-alt: solid windowtext .5pt" vAlign=top width=348>{BUYER}
</TD><TD style="BORDER-RIGHT: windowtext 1pt solid; PADDING-RIGHT: 5.4pt; BORDER-TOP: #ece9d8; PADDING-LEFT: 5.4pt; PADDING-BOTTOM: 0in; BORDER-LEFT: #ece9d8; WIDTH: 1.25in; PADDING-TOP: 0in; BORDER-BOTTOM: windowtext 1pt solid; BACKGROUND-COLOR: transparent; mso-border-alt: solid windowtext .5pt; mso-border-left-alt: solid windowtext .5pt; mso-border-top-alt: solid windowtext .5pt" vAlign=top width=120>{INV NO}
</TD><TD style="BORDER-RIGHT: windowtext 1pt solid; PADDING-RIGHT: 5.4pt; BORDER-TOP: #ece9d8; PADDING-LEFT: 5.4pt; PADDING-BOTTOM: 0in; BORDER-LEFT: #ece9d8; WIDTH: 117pt; PADDING-TOP: 0in; BORDER-BOTTOM: windowtext 1pt solid; BACKGROUND-COLOR: transparent; mso-border-alt: solid windowtext .5pt; mso-border-left-alt: solid windowtext .5pt; mso-border-top-alt: solid windowtext .5pt" vAlign=top width=156>{TRANS CO}
<o></o>
</TD><TD style="BORDER-RIGHT: windowtext 1pt solid; PADDING-RIGHT: 5.4pt; BORDER-TOP: #ece9d8; PADDING-LEFT: 5.4pt; PADDING-BOTTOM: 0in; BORDER-LEFT: #ece9d8; WIDTH: 99pt; PADDING-TOP: 0in; BORDER-BOTTOM: windowtext 1pt solid; BACKGROUND-COLOR: transparent; mso-border-alt: solid windowtext .5pt; mso-border-left-alt: solid windowtext .5pt; mso-border-top-alt: solid windowtext .5pt" vAlign=top width=132>{DEL}
<o></o>
</TD></TR></TBODY></TABLE>

My data souce is simply the above mailmerge fields in a table then sorted by buyer. So if buyer ABC purchased 3 cars the 3 reg, inv number, transport company and delivery date will be displayed as 3 seprate lines in the table above.

 

[D2TheQ]

BUMP

Sorry would really like to see if anyone out there can help me with this as i have to present the idea tomorrow and i know it can be done if you know how to use excel correctly