Word send email messages

In this chapter, we will discuss how to email documents using Word 2010. Microsoft Word can be used to send a Word document in an email as an attachment directly at the given email address without opening your email program. This chapter will teach you simple ways of sending email in a variety of formats, including a Word document file (DOC) attachment or a PDF, among others.

Mailing Documents

Following are the simple steps to send a word document as an attachment at the given email address.

Step 1 − Open the document you want to send using e-mail as an attachment.

Step 2 − Click the File tab and then click the Save & Send option from the left most column; this will display a number of options to Save & Send, you will have to select the Send using Email option available in the middle column.

Step 3 − The third column will have various options to send email which allows you to send your document as an attachment in DOC format or you can send your Word document in a PDF format. Click a method to send the document. I’m going to send my document in PDF format.

When you click the Send as PDF option, it displays the following screen where you can type the email address to which you want to send your document, email subject and other additional messages as well. To send email to multiple recipients, separate each e-mail address with a semicolon (;) and a space.

Если Вы предпочитаете писать электронные письма в Word, знайте, что их можно отправлять получателям прямо оттуда. Эта опция в Word 2013 скрыта, хотя её следовало бы добавить на ленту или панель быстрого доступа.

Мы покажем, как поместить инструмент Send to Mail Recipient (Отправить сообщение) на панель быстрого доступа Word и как с его помощью отправить электронное письмо из Word.

Запустите Word и откройте вкладку File (Файл).

В меню слева нажмите Options (Параметры).

В левой части диалогового окна Word Options (Параметры Word) есть список разделов. Отыщите Quick Access Toolbar (Панель быстрого доступа).

Справа появится окно настроек панели быстрого доступа. Слева вверху кликните по выпадающему списку Choose commands from (Выбрать команды из) и выберите Commands Not in the Ribbon (Команды не на ленте).

Пролистайте появившийся список команд и нажмите на Send to Mail Recipient (Отправить сообщение). Кликните по Add (Добавить), чтобы добавить эту команду в список команд панели быстрого доступа (справа).

Нажмите ОК, чтобы подтвердить изменения и закрыть диалоговое окно.

Теперь на панели быстрого доступа появилась кнопка, позволяющая отправить сообщение. Чтобы создать в текущем документе письмо, готовое к отправке по электронной почте, нажмите на эту кнопку.

Откроется панель с полями To (Кому), Cc (Копия), Subject (Тема) и Introduction (Введение). В поле To (Кому) введите адрес электронной почты адресата, в поле Subject (Тема) напишите тему письма. Поля Cc (Копия) и Introduction (Введение) заполните по желанию.

Если Вы хотите, чтобы Ваш адрес электронной почты отобразился у получателя, когда ему придёт письмо, нажмите Options (Параметры) и в выпадающем списке выберите From (От).

В появившемся поле From (От) введите свой адрес электронной почты.

Некоторые параметры можно настроить для всех электронных писем. Для доступа к ним кликните по Options (Параметры) и выберите одноименный пункт из выпадающего меню.

Настройте параметры безопасности, отправки и доставки в диалоговом окне Properties (Свойства). Чтобы изменить индивидуальные настройки безопасности для текущего письма, нажмите кнопку Security Settings (Параметры безопасности).

Примечание: Как и в Outlook 2013, в Word можно запросить уведомление о получении и прочтении письма.

Установите желаемые параметры в диалоговом окне Security Properties (Свойства безопасности) и нажмите ОК. В диалоговом окне Properties (Свойства) кликните по Close (Закрыть), чтобы вернуться к редактированию письма.

Для отправки письма нажмите кнопку Send a Copy (Отправить копию) или сочетание клавиш Alt+S.

Если Вы заполнили поле From (От), то именно этот адрес отобразится у адресата, когда он получит письмо.

Обратите внимание, что единственное подтверждение, которое останется после отправки письма – это исходный документ Word. Чтобы сохранить копию письма в почтовой программе (Outlook, Thunderbird и проч.), в выпадающем меню Options (Парметры) выберите Bcc (СК) и введите в это поле свой электронный адрес.

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This post will guide you how to send mass emails to a list from an Excel Spreadsheet using Outlook. How do I send email to a list recipients using Excel and Outlook.

• Sending Email to A List of Recipients
• Sending Email to A List of Recipients Using VBA Macro

Sending Email to A List of Recipients

Assuming that you have a list of data in a worksheet which contain name, email address and subject columns. and you want to send a mail to each email address in Column B. How to accomplish it. You can use the Word’s Mail Merge feature, select data source from your Excel, and then you can send email messages to each email addresses. Just do the following steps:

Step1: Launch a new word document, and go to the Mailings tab, and select Select Recipients button, then select Use an Existing List from the dropdown menu list. and the Select Data Source dialog will open.

Step2: choose your workbook which contain your data in the Select Data Source dialog box, and click on Open button. then the Select Table dialog will open.

Step3: choose the worksheet which contain your data. click OK button.

Step4: then you can insert name filed into your mail content, such as: you can go to Mailings tab, and click on the Insert Merge Field button under the Write & Insert group. and select Name from the dropdown menu list to insert Name field into your mail content.

Step5: you can click on the Finish & Merge command, and then select Send Email Messages from the dropdown menu list. and the Merge to E-mail dialog will open.

Step6: you need to set message options in the Merge to Email dialog box, and choose email address value in the To drop down list, and choose subject value from the Subject line list box, then select All option in the Send records section. click Ok button.

Step7: the emails should be sent to each email address in Column B.

Sending Email to A List of Recipients Using VBA Macro

You can also use an Excel VBA macro to send email to a list of recipients. Just do the following steps:

Step1: open your excel workbook and then click on “Visual Basic” command under DEVELOPER Tab, or just press “ALT+F11” shortcut.

Step2: then the “Visual Basic Editor” window will appear.

Step3: click “Insert” ->”Module” to create a new module.

Step4: paste the below VBA code  into the code window. Then clicking “Save” button.

Sub SendEmail()
Dim i As Integer, Mail_Object, Email_Subject, o As Variant, lr As Long
lr = Cells(Rows.Count, "A").End(xlUp).Row
Set Mail_Object = CreateObject("Outlook.Application")
For i = 2 To lr
        With Mail_Object.CreateItem(o)
            .Subject = Range("B1").Value
            .To = Range("A" & i).Value
            .Body = Range("B2").Value
            '.Send
            .display 'disable display and enable send to send automatically
    End With
Next i
        MsgBox "E-mail successfully sent", 64
        Application.DisplayAlerts = False
Set Mail_Object = Nothing
End Sub

Step5: back to the current worksheet, then run the above excel macro. Click Run button.

This will send an E-Mail to every address in Column “A” starting at row 2 down to the last row. And the email body is in Cell B2. And the email subject is in Cell B1.

While there are a lot of things I don’t like about Microsoft Word, there are many more things I love about it. In particular, I love the ability to automate many of the tasks that you do often. One of those tasks is sending reports or emails. Most of us are faced with a job where you have to send a report to an entire team of people, so you find yourself spending hours writing up email after email.

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While there are a lot of things I don’t like about Microsoft Word, there are many more things I love about it. In particular, I like how flexible the drawing tools are, the included templates for things like letters and resumes, and most of all, I love the ability to automate many of the tasks that you do often. One of those tasks is sending reports or emails.

Most of us are faced with a job where you have to send a report to an entire team of people. What makes this worse sometimes is that you have to send individually tailored emails to each person with specific information pertaining to them. Maybe 80 to 90% of the verbiage is the same, but that 10 or 20% specific to the person is unique — so you find yourself spending hours writing up email after email.

Sending Automated Emails

In the past, I wrote about how you could automate Google Analytics to send out scheduled reports, which you could then pass on to your boss or client. But the form of automation that I’m going to show you today is a little different. Instead of producing the data for you, Word is going to automatically fill in the details about the person on your contact list, while allowing you to quickly fill in the data or information that you want to send to that person. This makes the email feel personal and direct, but at the same time you aren’t spending hours writing up tens or hundreds of personal, direct emails.

To get started, in Word (in my examples it’s Word 2007), click on «Mailings» and then click «Start Mail Merge.»

The Wizard isn’t necessary, but it’s nice because it helps you to remember everything you need to do. First, pick a template that you’d like to use for your generic report.

Word has a lot of good styles and layouts. Once you choose your template, just click OK. Now your entire report is written for you, all you have to do is fill in the text. When it comes to the date, make sure to choose «today» so that the document always uses today’s date every time you recreate it later.

When you choose your recipient list to receive these emails, you can use your current Outlook contacts, a current contact list that you’ve exported from somewhere else, or create a new list of contacts.

In my example, I’ve selected recipients from my current Outlook contacts.

Now that you have your recipients selected, you’re going to tell the document what information to pull out of the Contacts information and automatically embed into the report. You do this by clicking on the «Insert Merge Field» button.

For example, I’m creating a report about a specific website for a client, so I’ve defined that website in their Contact details, and here I’m telling Word to use that URL in the report.

If you’re using Outlook, don’t forget that Outlook Contacts offers User Fields, where you can insert any information you want for that person.

This is useful when the information you want to embed for that person isn’t found in the Contact List fields.

The coolest thing about the Microsoft Word Mailings is that you basically create «fill-in» fields for the parts of the report that are unique for each person.

So as you’re writing the generic message and you get to a place where you have to write something that would have specific data relevant to that person, just click on «Rules» and choose «Fill-in«. This lets you define the prompt question and a default answer. What will happen is when you load up your automated document, it will prompt you to fill in every single one of the fill-in fields for each recipient.

Once you’re finished creating your automated mailing, your document will consist of some fields that automatically fill in based on recipient Contact details, and other fields will fill in based on what you’ve specified for information.

For each document, you can quickly send out the email report from Word by clicking the Outlook button on the upper right part of the screen, choosing «Send Email» (or send as PDF attachment), and you’re done!

Using this technique, you’ll cut down your correspondence work by at least 50% or more. Up front it’ll take you some time to get the document set up perfectly, but every week or month that you need to issue the report, you’ll be very happy that you put in the effort.

Give Microsoft Word Mailings a shot and let us know how it went. Did it save you time? Share your own experiences with it in the comments section below!

Image credit: clix at sxc.hu