Email Mail MergeforLotus Notes and ExcelUser Guide.ppt

Email Mail MergeforLotus Notes and ExcelUser Guide Author: Gavin Bollard, 19 May 2011 Reviewed: David Turner, 28 Oct 2011, for release 1.3 MailMerge Excel to Notes Project (OpenNTF) Contents Part 1: Creating the Mail Merge Part 2: Sending the Merge Files Part 1: Creating the Mail Merge To do a merge, you’ll need; A Lotus Notes email template (draft). An Excel spreadsheet containing merge data. Based on the email template, the Create Mail Merge script will draft new email documents for each data row in the chosen Excel spreadsheet. All standard email fields, body, attachments and styling will be copied from the template to the new drafted email documents. Creating the Email Template In Lotus Notes, create a new Mail Memo to use as a Mail Merge Template. Leave the Address details blank but you can put a Subject in to easily identify it. The Subject will be overwritten assuming this is provided in the spreadsheet (recommended). In the email body, type a search-replace ‘token’ in uppercase and square brackets (e.g. [SURNAME]) whenever you want to include a field from your spreadsheet. When finished, click Save as Draft. 1. Sample email template including a range of ‘tokens’ to replace in the email body. Tokens are typed in square brackets and uppercase (e.g. [SURNAME]). 2. Include any delivery options, flags, or additional mail options, and set any other email fields you want to copy to new drafts.Don’t include any recipient addresses. Addresses and the Subject and other standard email fields will be overwritten if you provide them in the spreadsheet. 3. Save as Draft only. 1. 2. 3. Creating the Spreadsheet Start Excel and create a spreadsheet of data with a header row. Ensure the header row and first column of the spreadsheet do not contain any blank cells. To customise email documents for each recipient, include the recommended special headers: To – SendTo email address field Subject – Subject email field Cell values under any of the special headers wi