How to send mailmerge letters as attachment with private sensitivi Ten Managbanag 11/15/2008 9:56:01 PM Hi All, I trully hope you can help me. I have a problem of sending a mailmerge letter as a private email. I had set Outlook 2003 to send all emails from my account as "Private". When I send a regular email it works. However, when using Word and sending a mailmerge document it doesn't. For some reason, eventhough Outlook had already been preset to send all emails as Private, Mord overwrites the setting and reverts it back to Normal. This happens whenever I was trying to send the document as an attachment. I tried to send the same document as an HTML formal and it was able to retain the preset sensitivity on Outlook and the messages were delivered as private. Though that can be used as a work-around to the issue. I want to know if its possible to send a mailmerged document as attachment and have it sent out as a private email. If this is possible, how do I go about doing this?

Re: How to send mailmerge letters as attachment with private sensitivi Peter Jamieson <pjj[ at ]KillMAPSpjjnet.demon.co.uk> 11/16/2008 9:33:06 AM To understand what is going on, imagine that there is an e-mail subsystem called MAPI on your computer that processes incoming and outgoing messages. Any program can interact directly with MAPI to see and organise emails. Outlook is just a program that is specifically designed to to that. Some of the settings you make in Outlook may have an effect on how the whole MAPI system behaves. Other settings only affect the way Outlook builds or displays messages. Actually, things are more complicated than that, but the fact is that many of the settings you make in Outlook will not affect the emails you send from Word MailMerge at all. (FWIW I do not know and could not telll you exactly which Outlook settings affect mailmerges, but experience suggests that it is not many of them) However, since a. Word sends emails to MAPI, which puts them in an Outbox b. Outlook lets you control when emails are actually sent from the Outbox What you can do is c. before you start your merge, ensure your Outbox is empty d. use Outlook options to prevent emails from being sent e. do the merge f. process the emails in the Outbox, either manually or programmatically, e.g. using Outlook VBA. Typically you will have to re-send them after changing them g. use Outlook to switch on mail sending again. At the moment I cannot check if (f) is simply a question of opening all the MailItem items in the Outbox and doing something like setting ..Private to true, becauseI do not have Outlook to hand, but it's probably the first thing I would look for. The Outlook people are more likely to know the answer to that. Peter Jamieson http://tips.pjmsn.me.uk Ten Managbanag wrote: [Quoted Text] > Hi All, > > I trully hope you can help me. I have a problem of sending a mailmerge > letter as a private email. > > I had set Outlook 2003 to send all emails from my account as "Private". When > I send a regular email it works. However, when using Word and sending a > mailmerge document it doesn't. > > For some reason, eventhough Outlook had already been preset to send all > emails as Private, Mord overwrites the setting and reverts it back to Normal. > > This happens whenever I was trying to send the document as an attachment. I > tried to send the same document as an HTML formal and it was able to retain > the preset sensitivity on Outlook and the messages were delivered as private. > > Though that can be used as a work-around to the issue. I want to know if its > possible to send a mailmerged document as attachment and have it sent out as > a private email. If this is possible, how do I go about doing this?

Re: How to send mailmerge letters as attachment with private sensi Ten Managbanag 11/16/2008 3:03:01 PM Hi Peter! Thanks so much for the information. I tried out the steps you gave and it worked! Its just a bit tedious though but at least it worked! Thanks so much! "Peter Jamieson" wrote: [Quoted Text] > To understand what is going on, imagine that there is an e-mail > subsystem called MAPI on your computer that processes incoming and > outgoing messages. Any program can interact directly with MAPI to see > and organise emails. Outlook is just a program that is specifically > designed to to that. Some of the settings you make in Outlook may have > an effect on how the whole MAPI system behaves. Other settings only > affect the way Outlook builds or displays messages. > > Actually, things are more complicated than that, but the fact is that > many of the settings you make in Outlook will not affect the emails you > send from Word MailMerge at all. (FWIW I do not know and could not telll > you exactly which Outlook settings affect mailmerges, but experience > suggests that it is not many of them) > > However, since > a. Word sends emails to MAPI, which puts them in an Outbox > b. Outlook lets you control when emails are actually sent from the Outbox > > What you can do is > c. before you start your merge, ensure your Outbox is empty > d. use Outlook options to prevent emails from being sent > e. do the merge > f. process the emails in the Outbox, either manually or > programmatically, e.g. using Outlook VBA. Typically you will have to > re-send them after changing them > g. use Outlook to switch on mail sending again. > > At the moment I cannot check if (f) is simply a question of opening all > the MailItem items in the Outbox and doing something like setting > ..Private to true, becauseI do not have Outlook to hand, but it's > probably the first thing I would look for. The Outlook people are more > likely to know the answer to that. > > Peter Jamieson > > http://tips.pjmsn.me.uk > > Ten Managbanag wrote: > > Hi All, > > > > I trully hope you can help me. I have a problem of sending a mailmerge > > letter as a private email. > > > > I had set Outlook 2003 to send all emails from my account as "Private". When > > I send a regular email it works. However, when using Word and sending a > > mailmerge document it doesn't. > > > > For some reason, eventhough Outlook had already been preset to send all > > emails as Private, Mord overwrites the setting and reverts it back to Normal. > > > > This happens whenever I was trying to send the document as an attachment. I > > tried to send the same document as an HTML formal and it was able to retain > > the preset sensitivity on Outlook and the messages were delivered as private. > > > > Though that can be used as a work-around to the issue. I want to know if its > > possible to send a mailmerged document as attachment and have it sent out as > > a private email. If this is possible, how do I go about doing this? >

Re: How to send mailmerge letters as attachment with private sensi Ten Managbanag 11/17/2008 3:05:01 PM Hi Peter, I tried the steps you gave and was able to make it work. However, I noticed an error whenever I send it out like out instructed. I'll post the error here later on. Also, I noticed that I will create an email in the Outbox for each recipient of the mailmerged document. This allows me to set each one as Private. However, if the mailmerged document is intended to be sent to hundreds of recipients, I will receive the error hundreds of times and will have to set the private setting for each one as well. Do you happen to know if there is a way to do this all in one go?

Re: How to send mailmerge letters as attachment with private sensi "Peter Jamieson" <pjj[ at ]KillmapSpjjnet.demon.co.uk> 11/17/2008 6:03:44 PM [Quoted Text] > However, I noticed > an error whenever I send it out like out instructed. A problem I have had in the past is that if you open the Outbox and edit messages in there, sometimes Outlook will not send them. But in that situation, no error message was displayed so I assume you are seeing something else. > Do you happen to know if there is a way to do this all in one go? 1. If you are marking he messages manually, you could try the following VBA instead. It should work from both Outlook and Word, but in Word you will need to ensure that there is a reference to the Microsoft Office xx.0 Outlook Library (with the VBA macro openin the VBE Editor, use Tools|References to check the appropriate version of the library). Sub MarkAllInOutboxAsPrivate() Dim l As Long Dim oa As Outlook.Application Dim ns As Outlook.NameSpace Dim fn As Outlook.Folder Dim mm As Outlook.MailItem Dim at As Outlook.Attachment Set oa = GetObject(, "Outlook.Application") Set ns = oa.GetNamespace("MAPI") Set fn = ns.GetDefaultFolder(olFolderOutbox) For Each mm In fn.Items mm.Sensitivity = olPrivate mm.Save mm.Send Next Set fn = Nothing Set ns = Nothing Set oa = Nothing End Sub 2. The difficulty with trying to automate the entire process is that a. I do not think you can programmatically switch Outlook sending on and off, at least not from Outlook. But you might want to check that in an Outlook group. But that means that a one-step solution has to be able to set each e-mail Private before it leaves the Outbox, and the only reliable way I know to do that is to set it Private before you send it (i.e. put it in the Outbox) in the first place. That means that you cannot use Word merge-to-email because you do not get the opportunity to change any of the properties of the message other than the title, body, address and format. b. Using Word merge, the only other approach is to create the messages you want to send first, then use the Outlook object model to send them. I believe the following code has a chance of doing what Merge to email (HTML format) does but - it is pretty much untried, apart from a brief test here - you may have problems with Outlook security - the HTML used as the body text is generated by saving filtered HTML from Word. That will probably only work for relatively simple HTML without images etc.. - There may be a (low) limit on the maximum size of HTML you can use Sub EmailOneHTMLPagePerSourceRecWithBody() ' By Peter Jamieson, 2006 ' You need ' - a reference to the Microsoft Office xx.0 Outlook Library ' - a reference to the Microsoft Scripting Runtime Dim bOutlookStarted As Boolean Dim bTerminateMerge As Boolean Dim intSourceRecord As Integer Dim objMailItem As Outlook.MailItem Dim objMerge As Word.MailMerge Dim objOutlook As Outlook.Application Dim strMailSubject As String Dim strMailTo As String Dim strMailBody As String Dim strOutputDocumentName As String bOutlookStarted = False bTerminateMerge = False ' Set up a reference to the ' Activedocument, partly because ' the ActiveDocument changes as you ' merge each record Set objMerge = ActiveDocument.MailMerge ' Start Outlook as necessary On Error Resume Next Set objOutlook = GetObject(, "Outlook.Application") If Err <> 0 Then Set objOutlook = CreateObject("Outlook.Application") bOutlookStarted = True End If With objMerge ' If no data source has been defined, ' do it here using OpenDataSource. ' But if it is already defined in the ' document, you should not need to ' define it here. ' .OpenDataSource _ ' Name:="whatever" intSourceRecord = 1 Do Until bTerminateMerge .DataSource.ActiveRecord = intSourceRecord ' if we have gone past the end ' (and possibly, if there are no records) ' then the Activerecord will not be what ' we have just tried to set it to If .DataSource.ActiveRecord <> intSourceRecord Then bTerminateMerge = True ' the record exists Else ' while we are looking at the ' correct activerecord, ' create the mail subject, body and "to" ' Just some sample code here - replace it with ' whatever you need ' NB, the field names here must match the field names Word sees /exactly/ ' case is significant, i.e. ' If your data source uses "firstname", use "firstname". If it uses "Firstname", use "Firstname" ' In some cases Word may modify the names (e.g. if they contain spaces) strMailSubject = _ "Results for " & _ objMerge.DataSource.DataFields("Firstname") & _ " " & objMerge.DataSource.DataFields("Lastname") ' Use a simple sample ' we will create the body dynamically later ' strMailBody = "<HTML><BODY><TABLE BORDER=5><TR><TD>k</TD><TD>t</TD></TR></TABLE></BODY></HTML>" ' substitute your email address field name strMailTo = objMerge.DataSource.DataFields("Emailaddress") ' create the document path name ' In this case it can be the same for every recipient, ' but if you want to retain copies of the ' document, you can use info. in the data source ' this is an example - insert your ' own pathname here strOutputDocumentName = "c:\a\results.htm" ' strOutputDocumentName = _ ' "c:\mymergeletters\_" & _ ' .DataSource.DataFields("Lastname").Value & _ ' " letter.doc" .DataSource.FirstRecord = intSourceRecord .DataSource.LastRecord = intSourceRecord .Destination = wdSendToNewDocument .Execute ' The Activedocument is always the ' output document ' Add any parameters you need to these calls ActiveDocument.SaveAs strOutputDocumentName, wdFormatFilteredHTML ActiveDocument.Close ' Now create a mail item Set objMailItem = objOutlook.CreateItem(olMailItem) With objMailItem .BodyFormat = olFormatHTML .Subject = strMailSubject ' use the dynamic body .HTMLBody = getText(strOutputDocumentName) ' use a more static body .HTMLBody = strMailBody .To = strMailTo ' send the merged doc. as an attachment '.Attachments.Add strOutputDocumentName, olByValue, 1 .Save .Send End With Set objMailItem = Nothing intSourceRecord = intSourceRecord + 1 End If Loop End With ' Close Outlook if appropriate If bOutlookStarted Then objOutlook.Quit End If Set objOutlook = Nothing Set objMerge = Nothing End Sub Function getText(strPath As String) ' Return an entire HTML file (we don't check the format) as a string On Error Resume Next Dim objFSO As Scripting.FileSystemObject Dim objTextStream As Scripting.TextStream Set objFSO = CreateObject("Scripting.FileSystemObject") If Not objFSO.FileExists(strPath) Then getText = "" Exit Function End If Set objTextStream = objFSO.OpenTextFile(strPath, Scripting.ForReading) If objTextStream.AtEndOfStream Then ' I leave you to cope with these errors sensibly MsgBox "Message body " & strPath & " is empty." getText = "" Exit Function End If getText = objTextStream.ReadAll objTextStream.Close Set objTextStream = Nothing Set objFSO = Nothing End Function -- Peter Jamieson http://tips.pjmsn.me.uk "Ten Managbanag" <TenManagbanag[ at ]discussions.microsoft.com> wrote in message news:A55098B0-82DB-442A-AA0A-B3FA4BDA3D7B[ at ]microsoft.com... > > Hi Peter, > > I tried the steps you gave and was able to make it work. However, I > noticed > an error whenever I send it out like out instructed. I'll post the error > here > later on. > > Also, I noticed that I will create an email in the Outbox for each > recipient > of the mailmerged document. This allows me to set each one as Private. > However, if the mailmerged document is intended to be sent to hundreds of > recipients, I will receive the error hundreds of times and will have to > set > the private setting for each one as well. > > Do you happen to know if there is a way to do this all in one go?