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  1. #1
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    Emailing grouped records

    hi,

    i have an excel sheet with students data. i need to mail merge the same in to a word document and email it to them. the issue is that in the excel sheet one student has more than one data and i am unable to merge it. i am enclosing the sample excel sheet and sample word document. pls help.

    sample excel sheet
    Cadidate Name Subject Exam Dates Exam. Timing Centre Name Adm No
    A ENGLISH 5/17/2013 5pm to 6pm CLASS D 1
    A HISTORY 5/18/2013 10am to 11am CLASS D 1
    A COMPUTERS 5/18/2013 5pm to 6 pm CLASS D 1
    A MARATHI 5/19/2013 9am to 10 am CLASS D 1
    A HINDI 5/19/2013 1 pm to 2 pm CLASS D 1
    A MATHS 5/19/2013 5pm to 6pm CLASS D 1
    B ENGLISH 18/05/2013 3.00 pm to 4.00pm CLASS D 2
    B HISTORY 18/05/2013 4.00 pm to 5.00pm CLASS D 2
    B COMPUTERS 18/05/2013 5.00 pm to 6.00pm CLASS D 2
    B MARATHI 19/05/2013 10.00 am to 11.00am CLASS D 2
    B HINDI 19/05/2013 11.00 am to 12.00pm CLASS D 2
    B MATHS 19/05/2013 12.00 am to 1.00pm CLASS D 2
    C ENGLISH 12/05/2013 10AM-11 AM CLASS E 3
    C HISTORY 12/05/2013 1PM-2PM CLASS E 3
    C COMPUTERS 12/05/2013 4PM-5PM CLASS E 3
    C MARATHI 19/05/2013 10AM-11 AM CLASS E 3
    C HINDI 19/05/2013 1PM-2PM CLASS E 3
    C MATHS 19/05/2013 4PM-5PM CLASS E 3
    D ENGLISH 10/05/2013 9.30-10.30 CLASS A 4
    D HISTORY 5/11/2013 9.30-10.30 CLASS A 4
    D COMPUTERS 16/05/2013 9.30-10.30 CLASS A 4
    D MARATHI 17/05/2013 9.30-10.30 CLASS A 4
    D HINDI 18/05/2013 9.30-10.30 CLASS A 4
    D MATHS 19/05/2013 9.30-10.30 CLASS A 4
    E ENGLISH 15/05/2013 10.00 am CLASS B 5
    E HISTORY 15/05/2013 11.15 am CLASS B 5
    E COMPUTERS 15/05/2013 12.30 am CLASS B 5
    E MARATHI 15/05/2013 1.45 pm CLASS B 5
    E HINDI 15/05/2013 3.00 pm CLASS B 5
    E MATHS 15/05/2013 4.15 pm CLASS B 5
    F ENGLISH 18/05/2013 9am to 10am CLASS D 6
    F HISTORY 18/05/2013 10am to 11am CLASS D 6
    F COMPUTERS 18/05/2013 5pm to 6pm CLASS D 6
    F MARATHI 19/05/2013 9am to 10am CLASS D 6
    F HINDI 19/05/2013 1pm to 2pm CLASS D 6
    F MATHS 19/05/2013 5pm to 6pm CLASS D 6
    G ENGLISH 12/05/2013 3PM-4PM CLASS C 7
    G HISTORY 12/05/2013 4PM-5PM CLASS C 7
    G COMPUTERS 12/05/2013 5PM-6PM CLASS C 7
    G MARATHI 19/05/2013 3PM-4PM CLASS C 7
    G HINDI 19/05/2013 4PM-5PM CLASS C 7
    G MATHS 19/05/2013 5PM-6PM CLASS C 7


    sample letter :

    Sub: Examination schedule
    Hello <<NAME OF CANDIDATE>>,
    Admission No : <<ADMISSION NO>>
    Centre Address : <<CLASS>>
    Following is the examination schedule
    Sr.
    No. Subject Date Time
    1
    2
    3
    4
    5
    6

    EXAMINATION CELL



    regards

    amarkant

  2. #2
    Super Moderator
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    Hi amarkant,

    I've moved your post (from http://windowssecrets.com/forums/sho...ail-mail-merge) to a new topic. Please don't add new discussions to existing threads.

    For emailing grouped records, you can use Word's Catalogue/Directory Mailmerge facility (the terminology depends on the Word version). To see how to do so with any mailmerge data source supported by Word, check out my Microsoft Word Catalogue/Directory Mailmerge Tutorial at:
    http://windowssecrets.com/forums/sho...gs-(2000-2010)
    or
    http://www.gmayor.com/Zips/Catalogue%20Mailmerge.zip
    The tutorial covers everything from list creation to the insertion & calculation of values in multi-record tables in letters. Do read the tutorial before trying to use the mailmerge document included with it. Note that the process for doing this is driven by a macro. For macro installation & usage instructions, see: http://www.gmayor.com/installing_macro.htm

    Alternatively, you could modify the macro in the link to suit your needs. Note that the macro in that thread does not do the emailing - you still need to use Word's mailmerge (or another vba process) for that.
    Last edited by macropod; 2013-05-05 at 02:08.
    Cheers,

    Paul Edstein
    [MS MVP - Word]

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