Mail Merge Issues

Okay.... I have read many previous "Mail Merge" posts from the community but..... None explain my situation. I have Office home and student 2016. I also have Outlook 2013 that I downloaded as part of my hosted email account. Outlook 2013 is directly loaded on my PC but is directed to a hosted server. I can create the mail merge and all works just fine. Through the complete process there are no errors and seems to be sending fine. When I look in my "Outbox" or "Sent Items" none of the emails have sent. Anybody? Please? 
 

Question Info


Last updated December 14, 2019 Views 1,132 Applies to:

Hi,

Thank you for posting your query in Microsoft Community.

Please provide more information to help you better:

1. What type of email account is configured in Outlook? Is it POP3, IMAP, Exchange Active Sync or Microsoft Exchange server email account?
2. Does the issue persist with particular file?

3. Have you checked in different folders?

4. Do you multiple versions of office installed in your computer?

I suggest you to install pending updates and check if the issue re-occurs.

I look forward to your reply to assist you further.

Thank you.

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There have been reports of a recent update to Skype for Business 2016 messing with email merges. Do you have that installed?
Cheers

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1. What type of email account is configured in Outlook? Is it POP3, IMAP, Exchange Active Sync or Microsoft Exchange server email account? Exchange server.
2. Does the issue persist with particular file? I have only attempted using Excel for the source data.

3. Have you checked in different folders? I'm not sure what you are asking?

4. Do you multiple versions of office installed in your computer? No.

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No, Skype has not been loaded.

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As a work around, use the Merge with Attachments facility on my Merge Tools Add-in.  You do not actually need to have any attachments and you can have the documents created by the merge sent as the body of the email message or as either Word or PDF attachments to a short message that you type when using the facility.

You can download the MergeTools – 20150422.dotm Add-in that I created from the following page of my One Drive:
http://bit.ly/1hduSCB

Do NOT open the MergeTools – 20150422.dotm file.  (There are no user serviceable parts inside and it should NOT be used as the basis for creating your mail merge main document.) 

The MergeTools – 20150422.dotm file needs to be saved in the Word Startup folder.  In Windows Vista and Windows 7, 8 or 8.1, and 10, the default location for that folder is

C:\Users\[User Name]\AppData\Roaming\Microsoft\Word\STARTUP

If you do not see the AppData folder: -

In Windows 7, - In Windows Explorer, click on the Organize drop down and then on Folder and search options and in the Folder Options dialog, go to the View tab and select the item "Show hidden files, folders, and drives".  While there, it is a good idea to uncheck the box for "Hide extensions for known file types".

In Windows 8,  8.1 or 10, in the File Explorer, click on Options on the View tab of the ribbon and then on the View tab in the dialog that appears and select the item "Show hidden files, folders, and drives".  While there, it is a good idea to uncheck the box for "Hide extensions for known file types".
 When that has been done and Word is started\re-started, the tab shown below will be added to the Ribbon:



The requirements for using the system are:

  1. The mail merge main document must be of the Letter type, though that does not mean that the output cannot be sent as an e-mail message. 

  2. For the Many To One, Merge with Attachments and Merge to Individual Docs utilities, the data source may be either a table or query in an Access database, or in the form of an Excel worksheet and that worksheet must be the first sheet in the Excel workbook. If the data is on some other sheet, you can easily move that sheet so that it is the first sheet in the workbook by clicking on the sheet tab and dragging it to the left.  For the Chart Merge utility, download the Mail Merging with Charts document that is also on that page of my OneDrive for additional requirements of the data source for use with that utility

  3. For a data source in the form of an Excel worksheet, the field names must be in the first row of the worksheet and there must be a field name in all of the cells in that row that are within the range of columns that contain the data.

  4. For both types of data source, the field names must contain only alphanumeric characters (No @,#,$,%,&,(,), etc) and the field names must not start with a numeric character (0-9). The number of characters in the field names, including spaces, must not be more than 40.

  5. For a data source in the form of an Excel worksheet, the data must start in the second row of the worksheet and there should be no empty rows within the range of data that is to be processed.

  6. If there are multiple addressees in either the To or CC fields of the data source, the email addresses need to be separated by a semi-colon.

NOTE: The MergeTools applications cannot handle “Compound” MergeFields such as the «AddressBlock» or «GreetingLine».  Instead of using those fields, you will need to insert the individual merge fields.

You may also want to download:

  1. the Merging with Attachments document that is also on that page which explains how the system is used.  It is not actually necessary to have separate attachments as the facility can be used to send just the documents created by the merge itself as attachments, either as the body of the message itself or in the form of Word files or .pdf files.

  2. the Mail Merging with Charts document that is also on that page.  That document explains how you must set up the Excel Data Source and the Mail Merge Main document to be able to execute a merge with a Chart that is unique to each record in the data source.

  3. the Using the Many to One Facility document that describes how to use that facility.

Hope this helps,
Doug Robbins - MVP Office Apps & Services (Word)
dougrobbinsmvp@gmail.com
Screen shots by Snagit from www.techsmith.com

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Doug,

Thank you for all the information. I went through everything and it still didn't send the email. Is there something I'm missing?

I downloaded the Merge tools. Put it in the Word Startup location. Re-opened Word and the Tab was there. I then started a new mail merge in the Letter format. Added my recipients from the data source. Then went into the Merge Tools and followed all the steps on the (Using the Many to One Facility) document.

?? Never sent the email??

Anything else you can suggest?

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Try using the Merge with Attachments utility rather than the Many to One
Hope this helps,
Doug Robbins - MVP Office Apps & Services (Word)
dougrobbinsmvp@gmail.com
Screen shots by Snagit from www.techsmith.com

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