Mail merge with attachments in Outlook

If you work in Microsoft Office and sometimes need to send out large, personalized mailings, you probably know that the basic package provides the essential means to achieve this task. The Mail Merge feature, introduced in Word 2002, has proven to be an invaluable tool for performing this type of business correspondence for a stupendous number of people.

If you send out massive staff notification mailings or business offers to your clients, if you manage a recruitment agency with a massive database, or even if you just find that personalized newsletters are a necessity – nothing else available in Office really comes close.

Mail Merge in Word

Mail Merge has the ability to produce a virtually infinite number of copies of the same text document with any given user-defined personal variables. For instance, if you intend to send basically the same document as an email message to a number of recipients but include the personal information such as first and last name, home and business addresses, etc., you can do it as professional and accurate as possible using Mail Merge’s personalization tools. These tools allow to keep both the anonymity of other recipients from each other, and to greet each one of them using their own names and titles in the message body.

Mail Merge in Word

This is scenario is done by conveniently placing the user-friendly macros beside the greeting lines and other critical points of the message during its composition in Word. Later, during the actual mail generation, Word accesses the designated contacts base – either the regular Outlook Contacts storage (thanks to the seamless integration between these Microsoft Office components) or an external data-source file (it could be any database-enabled file format – a Microsoft Access file or an Excel table, to name a few) and inserts the actual individual data of the recipient instead of the macro. As the result, each recipient will receive your intended message as if it were designed exclusively for him or her, with only their email address visible in the “TO:” field of the message and their own names and other individual data instead of the placeholders.

Mail Merge in Word

We at MAPILab have been working to improve the Mail Merge tool and its personalization possibilities even further, and are introducing the Mail Merge Toolkit: a feature-rich add-in (a software upgrade which uses Microsoft Office as the main platform, while only including the necessary software library files as an addition to the primary pool) that aims to extend the list of available features with its own unique mass mail personalization and productivity functions.

NOTE! The special offer is available now – 10% discount for Mail Merge Toolkit license!

Mail Merge in Excel

One of the most important and welcome additions has been the inclusion of the individual attachments in Mail Merge. Mail Merge with attachments opens even more possibilities to conduct business correspondence precisely and competently. The know-how is simple: to perform a mail merge with attachment, a file location is included beside the intended recipient in the data-source file, and after that – a special macro is specified within the extended Mail Merge finalization window’s “Attachment” field. A Mail Merge attachment will be sent and delivered to the unique recipient as seamlessly and conveniently as a regular file attached to an email message would. If there is no more than one unique recipient per attached file, you can even name your Mail Merge attachments according to the person who is going to receive it (multiple recipients who are going to receive the same file, or even split bunches of recipients and different bunch-dependent files are possible with the Mail Merge with attachments feature as well).

Mail Merge Attachments

You are welcome to watch the short video created by our friends from Webucator training service. It shows how to perform a mail merge with attachments in Outlook:

With the most recent version of the Mail Merge Toolkit add-in, you can also send your documents as .PDF attachments or as data in the message body during in your mailing.

The special offer is available now – 10% discount for Mail Merge Toolkit license!

143 thoughts on “Mail merge with attachments in Outlook

  1. Hi,
    My email messages are sitting in my Outbox and won’t send. I have re-booted, made sure that the AddIns are ok, I think,. Please can you help?
    Thanks

    1. Hello Kate, thank you for your question.
      Full registered add-in version does not impose any limit on the number of messages – it will generate messages for all TO-recipients (with CC/BCC-recipients if you have them) and place them all to Outlook Outbox.
      But limitations may be applied here by e-mail system (mail server) – in such case, your messages may stack in Outbox, or even returned by the mail sever. Please contact your e-mail service provider or mail server administrator with the question if they have limits for outgoing mail.
      If they disclaim such limitation, please try the general solutions recommended by Microsoft for unspecific issues with mailboxes:
      a) Run the “Compact now” utility in Account Settings-> Data File (if this option is supported by your mail store type) – that fixes issues with the mail store.
      b) Repair your PST and/or OST file(s): http://support.microsoft.com/kb/287497
      If the issue persists – please contact us in our trouble ticket system, we will do our best to help you, registration is free and takes a minute: http://www.mapilab.com/users/reg_profile.html

    1. Hello Mickey, thank you for your question.
      You can configure separate email account with the custom Reply-To address, then select that account in Mail Merge Toolkit – and general Outlook setting for that account will be applied to the messages generated by Mail Merge Toolkit as well.
      But if you mean that specific Outlook feature available in the single current message options which allows selection of the reply-to address for every single message (as well as the delay, and receipts) is unfortunately unsupported – because those changes are applied while the message is being edited in Outlook.
      Our Mail Merge Toolkit places messages to Outbox directly.
      Or, if you need to configure message options in Outlook that way for personal messages, our Send Personally Outlook add-in will support that:
      https://www.mapilab.com/outlook/send_personally

  2. Hello Team,

    How many emails can be sent in a day using mail merge took kit?

    For Ex:- I want to sent 3000 emails per day. Is it possible?

    1. Hello Prakash, thank you for your question.
      A limitation exists merely with the trial version: it starts generating messages, places them to Outlook Outbox – and after 50 ones, correctly reports about the trial limitation.
      The registered add-in version doesn’t impose any limitation to the number of messages can be created and sent.
      If you have ever experienced any trouble while performing large mailing – probably, your ISP or mail server settings limit outgoing mail – such setting existis on most mail services.
      Please contact your Internet Service Provider (or, network/mail server administrator) in order to clear this issue up.
      The ISPs usually have such a limit, but offer a possibility to enlarge the number of outgoing messages for extra fees.
      Mail Merge Toolkit just generates personal messages – as many messages as many recipients’ records are there in the selected data source; and places them all into “Outbox”, and here, the operating zone of the add-in is finished, all the messages should be sent by Outlook and mail server after that.

  3. Hi,
    Need someone help to crack this error from toolkit.
    Been sending some batch emails, then suddenly an error popped up and telling this;

    Error:”Exception Occured.”
    File: MailSenderClient.cpp
    Line: 145
    Method: MailSenderClient::Send

    I tried to disable and enable the add-ins in Outlook and also in Word, but no luck.
    Prompt reply would be highly appreciated thanks

    1. Hello Aj, thank you for your question.
      That error message states the program fails to launch its Outlook component – either due to technical issues with Microsoft Office Outlook, or because the add-in is disabled in Outlook.
      Could you please check if the regular Mail merge function works OK in your system ?
      If if opens its dialogue – please select HTML format and try sending.
      Here are some tips:
      1) Please try to launch Outlook before you start mailing from Word.
      2) Please enable the add-in in Outlook:
      File-> Options-> Add-Ins-> “Disabled Items” – highlight the add-in in the list and hit “Enable”.
      Then point to COM Add-Ins and put the checkmark to the check box next to the add-in. Please see the screenshot:

      https://www.mapilab.com/blog/wp-content/uploads/2014/07/1427.jpg

      3) If it is not listed among Disabled Items – please remove the tick from its check box in COM Add-Ins, click OK, then point back – and put the checkmark.

      4) You may also need to repair your Office installation:

      https://support.office.com/en-us/article/Repair-an-Office-application-7821d4b6-7c1d-4205-aa0e-a6b40c5bb88b

      5) Please check the very 1st Mail Merge Wizard step as well: if “Letters” is selected – please change selection to “E-Mail Messages” (the default “Letters” selection is intended for printing only, not for e-mail).

      6) If you select “Use default account” – please select the account manually from the list (even the default one, please also test with other accounts).

      7) 2 procedures are strongly recommended by Microsoft – they will just improve your system productivity:
      a) Please run the “Compact now” utility in Account Setting-> Data File (if this option is supported by your mail store type).
      b) Probably, you will need to repair your existing mail store (PST- or OST file):
      http://support.microsoft.com/kb/287497

    1. Hello Suraj, thank you for your question.
      Yes, you can attach multiple files – as many as you wish: please click on the “…” button next to the “Attach” field.
      New dialogue window will open – you can add all your files to the list: attach static files, or add your data source field with the path to your file; and also remove your previously added files from the list.
      Please see the screenshot in this earlier reply:
      https://www.mapilab.com/blog/mail-merge-attachments-outlook/#comment-873

  4. I am getting the following error in the trial version:

    Error:”Ausnahmefehler aufgetreten.”
    File: MailSenderClient.cpp
    Line: 145
    Method: MailSenderClient::Send

    1. Hello Inga, thank you for contacting us with this issue.
      The “Exception…” error message states the program fails to launch its Outlook component – either due to technical issues with Microsoft Office Outlook, or because the add-in is disabled in Outlook.
      1) Please try to launch Outlook before you start mailing from Word.
      2) Please enable the add-in in Outlook (the steps are valid for Outlook 2010-2016):
      First, go to Outlook menu: File-> Options-> Add-Ins-> “Disabled Items” – highlight* the add-in in the list and hit “Enable”.
      3) After that, please point to COM Add-Ins and put the checkmark to the check box next to the add-in. Please see the screenshot:
      https://www.mapilab.com/blog/wp-content/uploads/2014/07/1427.jpg
      *4) If it is not listed among Disabled Items – please remove the tick from its check box in COM Add-Ins, click OK, then point back – and put the checkmark. This procedure runs troubleshooting and should fix possible issues.

  5. Hi, I have come to the step asking to “Choose account”. The profile is Outlook, which I’m using but the drop down option only provides my personal work email. I want to send emails from another account which I also use in Outlook. How do I add another account to the Mail Merge Toolkit?

    1. Hello Kathy, thank you for your question.
      Our add-in enables Outlook account selection for the regular Mail Merge feature.
      If you can configure that second email address as the new separate Outlook e-mail account – you will get that selection with Mail Merge Toolkit.
      The add-in does not support specific Outlook feature for sending on behalf of another user (delegate access, or the “send as” option), but it supports selection of separate accounts configured in Outlook.

    1. Hello,

      The registered versions of Mail Merge Toolkit do not have any limitations to the total possible number of messages you can send per-run.

      However, electronic mail is a complex algorithm, and most limitations usually come from other parts of it. We actually have an article explaining the common reasons for limited sending quota:

      https://www.mapilab.com/blog/microsoft-outlook-maximum-number-emails-sent-per-hour-day/

      Sincerely yours,
      Ivan.
      MAPILab Support Team.

    1. Hello,

      The registered version of Mail Merge Toolkit is no different from the Trial version in that regard: Outlook has a limitation on the total number of characters in the “To:” field (for backwards compatibility purposes), which is 256 characters.

      We can suggest dividing the mailing into smaller batches, or using separate columns in the data-source with one address per-recipient to avoid hitting this limitation.

      Sincerely yours,
      Ivan.
      MAPILab Support Team.

      1. Hi team,

        When will the 256 character bug be fixed? We often have to manually send out emails with recipient lines over the 256 character limit, since the merge will fail.

        This seems to be an important missing feature; is the limitation due to outlook itself?

        Thank you!

      2. Hello Pat, thank you for your question.
        I’m not sure that is a kind of malfunction: our add-in does not impose any limit for the fields, but such limit exists in Outlook and in Windows: Outlook may limit the length of the field to 255-256 characters with POP accounts (or to 32KB on Exchange), and so it cuts the rest of data if the cell contains numerous emails.
        So, our add-in can help you with this limitation if you add a data field to the CC or BCC field – but you will need to control the data length in the cell (if you use an Excel file), if your Outlook limits the length of the message recipient field.

  6. Hi
    I installed the mailmerge toolkit today and am very happy with it so far.

    BUT all my margins in Word have mysteriously been set to 34cm for all my documents. I have tried everything to move the page width back but with no success.

    Has anyone else had this issue?

    Thanks

  7. Hello Team,

    Can you please explain the difference between Mail Merge Toolkit and Mail Merge Toolkit PRO differences?

    1. Hello,

      The main difference is that a couple of features is exclusive to Mail Merge Toolkit PRO: the first one allows connecting to a SharePoint list using it as a data-source, and the second feature concerns a certain attachment style.

      There are 3 types of attachments in Mail Merge Toolkit:

      - Generic attachments: the file(s) you attach will be added to each resulting message;
      - Unique attachments: the files you specify in the data-source are unique to each recipient;
      - Personalized attachments: the Word document will be converted to an attachment of chosen type, allowing to optionally fill the message body when finalizing the mailing.

      Mail Merge Toolkit Standard is capable of the first two attachment types, while the Mail Merge Toolkit PRO includes all three.

      You can find more information in the following blog article:

      https://www.mapilab.com/blog/comparison-mail-merging-features-outlook-word/

      Sincerely yours,
      Ivan.
      MAPILab Support Team.

  8. Hello Team,

    When I enter 10 email addresses in excel sheet and imported into word using mail merger toolkit It is not allowing us to send an email to all the 10 users. Mail merge toolkit automatically removing other 2 emails addresses and adding only 8 email addresses.

    Is it limited to 8 users only in trial version? Please advise?

    1. Hello Prakash, thank you for your question.
      The registered add-in version doesn’t impose any limitation to the number of messages can be created and sent. The trial add-in version will generate messages for 50 records, and will show the correct notification once the limit is accessed.
      It looks like you added all your addresses to a single cell – so, your record contains several recipients, and they will be added to the “To” field of a single message.
      And here, Outlook limits the length of the recipient fields (To, CC, BCC) to 256 characters.
      So, if your single Excel cell contains more characters – Outlook will allow adding 256 ones to the message recipient field, and will cut the rest with POP accounts (with an Exchange account, that limit may be set to 32 KB).
      Please note: with such data field, all your recipients (up to 256 characters) will be added to your message TO field – the message will not be personal.
      If you wish to send individual e-mails for single recipients, please create an Excel data file with personal records (the row = the record, by default; single cell data = the value of a single data field).

  9. Hi there,
    My workplace has approved and install the Mail Merge Toolkit to my pc so I can use Access contacts to create a mail merge with attachments. I have managed to complete the mail merge up until I receive the error message from the Toolkit box saying “Missed Attachment file” and gives me options to skip or stop sending. I know the file is there as I had just added it as to the Attachments field in Access and then updated the recipient list to ensure it was included. Help?

    1. Hello Bernice, thank you for yoru question.
      It looks like your data field contains merely filename and extension – and the path to it is not specified.
      Please correct you data source: the field leading to the file to be attached, should contain
      full path+file name+file extension.

  10. Hello

    I’m getting the following error message:

    Error “Invalid Pointer”
    File: MailSenderClient.cpp
    Line: 375
    Method: MailSender Client::CreateOutlookSession

    Can you help?

    TYVM!

    1. Hello Robert, thank you for your question.
      The “Invalid Pointer” error message states the program fails to launch its Outlook component – either due to technical issues with Microsoft Office Outlook, or because the add-in is disabled in Outlook.
      0) Please test if the regular Mail Merge functions on the same computer as expected.
      (Our add-in is the extension of it – and requires this function).
      1) Please try to launch Outlook before you start mailing from Word.
      2) Please enable the add-in in Outlook (the steps are valid for Outlook 2010-2016):
      First, go to Outlook menu: File-> Options-> Add-Ins-> “Disabled Items” – highlight* the add-in in the list and hit “Enable”.
      After that, please point to COM Add-Ins and put the checkmark to the check box next to the add-in. Please see the screenshot: https://www.mapilab.com/blog/wp-content/uploads/2014/07/1427.jpg
      3) If it is not listed among Disabled Items – please remove the tick from its check box in COM Add-Ins, click OK, then point back – and put the checkmark. (That runs troubleshooting and fixes issues)

  11. Hello, I’m getting this error:

    exepction occured
    mailsenderclient.cpp
    line: 265
    method: MailSenderClient: Create outlook session

    1. Hello,

      This error message indicates that the add-in is disabled in Outlook. In order to resolve this issue, please enable Mail Merge Toolkit as follows:

      1) In Outlook 2010/2013/2016, navigate to “File -> Options -> Add-ins”;
      2) You can see the “Manage [COM Add-ins] Go…” control down below. The [COM Add-ins] part is switchable. Please click it and switch to “Disabled Items” so the control would resemble the “Manage [Disable Items] Go…” scheme.
      3) Click the “Go…” button.
      4) On the resulting window you should see the OutlookSenderAddin.dll file. Please enable it by highlighting it and clicking the “Enable” button.
      5) Next, please return to the “File -> Options -> Add-ins” window.
      6) Click the “Go…” button when the [COM Add-ins] item is switched.
      7) Locate the add-in in the add-ins list, and put a checkmark beside it to enable it. Click “Ok” and see if the issue has been resolved.
      8) If the issue still persists, please try restarting Outlook after steps 4 and 7 for the changes to apply.

      If there was no OutlookSenderAddin.dll file, please remove the checkmark in the 7th step instead, and retry the procedure from the start.

      If the issue persists – you are welcome to create a dedicated trouble ticket in our support module, and we will provide further support to your technical support request:

      https://www.mapilab.com/support/

      Sincerely yours,
      Ivan.
      MAPILab Support Team.

  12. Hi,
    Installed this toolkit on W10/O16 (win32) environment. I can not see that option under Mailings tab. Looked at Add-Ons and it doesn’t even exist it there.What am I missing? I do find bunch of stuff under Program files C:\Program Files (x86)\MAPILab Ltd\Mail Merge Toolkit

    but nothing happens? I plan to purchase this if I can make it work.

    1. Hello David, thank you for your quetsion.
      It looks like the add-in is not installed for your current user (absent in File-> Options-> Add-Ins).
      Most probably, you installed it as another user (Administrator) with the setting “Only for me”.
      Please uninstall the add-in from your machine via Control Panel-> Programs and Features/Apps, then download and install the most recent version:
      - Close Outlook, Word and Publisher (all instances) – then, open Task Manager and check: both outlook.exe and winword.exe should not be listed under “Processes”, and if they are – please terminate processes.
      - Uninstall the app from your computer through the menu “Start-> Settings-> Control panel-> Add or Remover Programs”.
      - Download and save the zipped package to your local drive:
      https://www.mapilab.com/files/mail_merge_toolkit.zip
      - After downloading the archived installation package,
      - please open that downloaded ZIP-file and
      - extract the proper setup file to a local folder: if you have 32-bit Office edition, please select “Setup for Outlook” (merely Office bitness matters)
      - And start installation from that extracted setup file:
      *- just double-click on the setup file, then
      *- keep the “Only for me” selection in the 3rd Installation Wizard step.
      In the next step, you will be probably offered to enter your Administrator login and password (if required).

  13. Hello!
    We installed Mailmerge pro with our licence on Win 10 + Word 2016.
    When we want to send the following Error appears:

    Error_: Unknown error 0x800A01A8
    File WordMailmerging.cpp
    Line 416
    Method: CWordmailMerging::GetOriginalDocPath

    Please advice what to do.
    Thanks, Stefan

    1. Hello Stefan, thank you for your question.
      Please check your settings in Mail Merge Toolkit thoroughly:
      1. If you use the format: “PDF/RTF/HTML Attachment” to send your document content as attached file, and select a data field to retrieve your attached file names from the data source – please test with another value, e.g. the first and default one – “Use document name as attachment name”.
      If that works, please look at the data field you previously selected carefully – it should not contain formulas and characters not allowed for filenames (\,/,;…)
      2. Save your Word file and changes in it before going to the last Mail Merge step.
      Please try to select the old format – “Word 97-2003 Document (*.doc)”. If you use an Excel file – please save it as the old .xls format as well.
      3. If you select “Use default account” – please select the account manually from the list (even the default one, please also test with other accounts).
      4. Please check the very 1st Mail Merge Wizard step as well: if you select “Letters” as your Mail Merge type – the issue may be related to that selection. Go back to the 1st Mail Merge Wizard step and select “E-Mail Messages” in the very 1st Mail Merge Wizard step (the default “Letters” selection is intended for printing only, not for e-mail).

    2. If the issue persists, please register your account in our support system – registration is free and takes a minute: http://www.mapilab.com/users/reg_profile.html ;
      and repeat that error message with enabled logging – please see here the explanation:
      https://www.mapilab.com/blog/mail-merge-pdf-attachments-outlook/#comment-1679
      After recreation, close your Office applications, and locate the log files:
      Under Start-> Run, type: %AppData%
      In the folder, please go to:
      [\MAPILab Ltd\Mail Merge Toolkit\Word\] – and locate the «mmt» file;
      Next, please go to: [\MAPILab Ltd\Mail Merge Toolkit\] – and locate the .log file with the name of your default Outlook profile, by default “Outlook” is used in the systems as the mail profile name, but your e-mail address may be also used as filename.

  14. Hello,
    I cannot get the merge to work, as the attachment field is always empty when I go to merge. I’ve tried keying in the document name, or hyperlinking to it; I’ve tried access and excel. What am I doing wrong, I’m so excited to use the software. (I can link one document to many, but not individual documents to individual emails)
    thank you

    1. Hello Sharon, thank you for your question.
      You do not need to link your files to the data source – just type (paste) full file name to the cell:
      check your file name, incl. the path and the file extension, e.g.:
      C:\Users\MyUser\Documents\my-file.PDF
      Please copy the path of your failed attachment, paste it to Start-> Run, and hit Enter – to see your file is available that way, or not. If the system opens your file that way – our add-in will also find it and attach.
      If you wish to attach several files from a folder – you can replace file name with the file mask (file.*; or *.ext; or *.*).

      If the issue persists – please contact us in the trouble ticket system with the sample\screenshot of your data source and the screenshot of your add-in settings: https://www.mapilab.com/users/reg_profile.html

  15. Hi, we brought the toolkit and upgraded it, but we found we cannot modify the attachment name if we selected HTML, FILTERED. Could you please give us some suggestion?

    1. Hello Catherine, thank your for your question.
      Modifying attachment name can be only applied if the format: “RTF/HTML/PDF Attachment” is selected – so, your Document text will be converted to a file, and that individual file will be attached to your outgoing message. You can configure renaming this personal file using data from your data source, or the document name.
      With the “HTML Filtered” format, your Document text will be inserted to the HTML message body.
      Existing files, selected to be attached to personal messages with the add-in option “Attach”, can not be renamed that way.

  16. Dear Team

    I installed mail merge tool kit trail version but the option cant appear in my MS WORD please help.

    1. Hello,

      If you are certain that the installation has been successful – most likely the add-in is disabled. Please try enabling it as follows:

      1) In Word 2010/2013/2016, navigate to “File -> Options -> Add-ins”;
      2) You can see the “Manage [COM Add-ins] Go…” control down below. The [COM Add-ins] part is switchable. Please click it and switch to “Disabled Items” so the control would resemble the “Manage [Disable Items] Go…” scheme.
      3) Click the “Go…” button.
      4) On the resulting window you should see the MMTProg.dll file. Please enable it by highlighting it and clicking the “Enable” button.
      5) Next, please return to the “File -> Options -> Add-ins” window.
      6) Click the “Go…” button when the [COM Add-ins] item is switched.
      7) Locate the add-in in the add-ins list, and put a checkmark beside it to enable it. Click “Ok” and see if the add-in is now present within the interface.
      8) If you still do not see the add-in, please try restarting Word after steps 4 and 7 for the changes to apply.

      If there was no MMTProg.dll file, please remove the checkmark in the 7th step instead, and retry the procedure from the start.

      Also, please check that the add-in is enabled in Outlook as well. The name of the Outlook component is OutlookSenderAddin.dll.

      If the issue persists, please try re-installing the add-in as follows:

      1) Close Outlook and Word (all instances) – then, open Task Manager and check that both outlook.exe and winword.exe are not listed under “Processes” tab. If they are – please terminate these processes, or simply log off and log on.

      2) Uninstall current version from your computer through the menu “Start-> Settings-> System-> Apps & Features”.

      3) Check whether program folder no longer exists under the following path:

      C:\Program Files\MAPILab Ltd\ (“Program Files (x86)” if you have 32-bit Office on 64-bit machine)

      If it does – remove this folder manually;

      4) Please download the latest version of the add-in from our website:

      https://www.mapilab.com/files/mail_merge_toolkit.zip

      5) Unzip the package, double-click the setup file relevant to your bit-edition of Office (it could be either 32-bit or 64-bit), type in the administrator’s password, if necessary, and install the software “Only for me (Current user)” during the third step of Installation Wizard.

      6) Launch Word and follow all First Start Wizard’s directions.

      Sincerely yours,
      Ivan.
      MAPILab Support Team.

    2. Hi
      I installed a test version and wanted to try the first mail with an attachment but I receive this error message:
      Error: “invalid pointer”
      File: MailSenderClient.cpp
      Line:363
      Method: MailSenderClient::CreateOutlookSession

      1. Hello,

        This error message indicates that the add-in is disabled in Outlook. The enabling procedure is the very same:

        1) In Outlook 2010/2013/2016, navigate to “File -> Options -> Add-ins”;
        2) You can see the “Manage [COM Add-ins] Go…” control down below. The [COM Add-ins] part is switchable. Please click it and switch to “Disabled Items” so the control would resemble the “Manage [Disable Items] Go…” scheme.
        3) Click the “Go…” button.
        4) On the resulting window you should see the OutlookSenderAddin.dll file. Please enable it by highlighting it and clicking the “Enable” button.
        5) Next, please return to the “File -> Options -> Add-ins” window.
        6) Click the “Go…” button when the [COM Add-ins] item is switched.
        7) Locate the add-in in the add-ins list, and put a checkmark beside it to enable it. Click “Ok” and see if the issue has been resolved.
        8) If the issue still persists, please try restarting Outlook after steps 4 and 7 for the changes to apply.

        If there was no OutlookSenderAddin.dll file, please remove the checkmark in the 7th step instead, and retry the procedure from the start.

        Sincerely yours,
        Ivan.
        MAPILab Support Team.

  17. I am getting Invalid Pointer Error. Can you please help me?
    —————————
    Mail Merge Toolkit
    —————————
    Error: “Invalid pointer”

    File: MailSenderClient.cpp

    Line: 371

    Method: MailSenderClient::CreateOutlookSession
    —————————
    OK
    —————————

    1. Hello Mahesh, thank you for your question.
      That is the same error type, as described in the previous Sahil’s question:
      The error message exactly stays the add-in fails to launch its Outlook component – either due to technical issues with Microsoft Office Outlook, or because the add-in is disabled in Outlook.
      Please try these tips in turn:
      1) Launch Outlook before you start mailing from Word.
      2) (Re)enable the add-in in Outlook:
      In File-> Options-> Add-Ins-> “Disabled Items”, highlight* the add-in in the list and hit “Enable”.
      Then, put the checkmark in COM Add-Ins:
      https://www.mapilab.com/blog/wp-content/uploads/2014/07/1427.jpg
      3) If it is not listed among Disabled Items – please remove the tick from its check box in COM Add-Ins, hit OK, then point back – and put the checkmark.

  18. Error : A microsoft software installer error was encountered.
    Description : “could not run microsoft outlook”
    File : Mailsenderclient.cpp
    Line : 248

    1. Hello Sahil, thank you for your question.
      Please see our specialist’s reply to an earlier comment here.
      The error message exactly stays the add-in fails to launch its Outlook component – either due to technical issues with Microsoft Office Outlook, or because the add-in is disabled in Outlook. Please try these tips in turn:
      1) Launch Outlook before you start mailing from Word.
      2) (Re)enable the add-in in Outlook:
      First, go to Outlook menu: File-> Options-> Add-Ins-> “Disabled Items” – highlight* the add-in in the list and hit “Enable”.
      After that, please point to COM Add-Ins and put the checkmark to the check box next to the add-in. Please see the screenshot:
      https://www.mapilab.com/blog/wp-content/uploads/2014/07/1427.jpg
      3) If it is not listed among Disabled Items – please remove the tick from its check box in COM Add-Ins, click OK, then point back – and put the checkmark. That simple step will run troubleshooting – and either the issue will be fixed, or an informative notification will be displayed.

  19. Can I email merge individual .pdf documents with password protection. I need to use one password for all generated .pdf documents. I tried to protect my files before sending them, but it didn’t work. Could you please help?

    Thank you.

    Lisa

    1. Hello Lisa, thank you for your question.
      Our add-in uses the PDF-convertor built-in into Microsoft Office Word, it has limited functionality and does not provide the option for password protection. Therefore, unfortunately our Mail Merge Toolkit will not support this feature either.
      We offer an add-in for Outlook which can archive attachments in outgoing mail into password-protected ZIP files.
      I am not sure if this feature meets your requirements, but it is the only alternate idea I can offer at the moment:
      https://www.mapilab.com/outlook/attachments_processor/attachments_zip_compressor_component.html

  20. Hi there,

    I like to know is there a way to check the attachments and email addresses after the mail merge is completed and just before i click send in outlook?

    As i have many different attachments and many recipients to send to. There are times the attachments is not for the correct recipients.

    Thanks in advance.
    Ib :-)

    1. Hi, thank you for your question.
      Yes, you can stop all your messages in Outbox – and look through the list before they are finally sent by Outlook:
      in Outlook 2010-16, please either go to Options-> Advanced, and disable “Send immediately when connected” (and your messages will stack in Outbox – until you click manually on “Send/Receive”, “Send All”, or press F9);
      or just switch to “Work Offline” at the Send/Receive ribbon tab.
      In Outlook XP-2007, you can disable “Send immediately when connected” in Tools-> Options-> Mail Setup.
      Please also check your settings for “Send/Receive groups” – they might be configured for sending by schedule.

    1. Hello Deepthi, tank you for your question.
      The add-in adds its option to Word and Publisher (in the very last step of Mail Merge Wizard and on the ribbon in “Mailings”) – here is a sample of using the app with an Excel data base and for sending messages in the “HTML Filtered” format: https://youtu.be/5xSDpG_55YM
      Its option do not appear in Outlook, but enabling its component in Outlook is necessary as well.
      Just for a case, these tutorials explain some basic principles of working with the native Mail Merge feature in Microsoft Office: https://youtu.be/pTNzKD_lWcU and https://youtu.be/nsCmOfooKqI

  21. Hi,
    When I merge attachments, the name of the attachment in the message is changed into the full path, as stated in the merge field. Is there a way to keep the original name of the attachment in the message?
    Thanks – K

    1. Hello,

      In order to do that, you might have to make a dedicated column in your data-source with the desired attachment names alongside the path column. You will then be able to specify the attachment name field in your document and the resulting messages will show the actual names instead of the paths.

      Sincerely yours,
      Ivan.
      MAPILab Support Team.

      1. Hi Ivan,
        Thank you for your reply, but I cannot get it working.
        I am merging with the option HTML-filtered but I can’t enter a value in the “Full Path” column, only in the “Name” column.
        When I select a static file with the “Add File…” button, the “Name” column and the “Full Path” column are filled with correct values.
        Am I missing something?
        Thanks – K

      2. Hi Ivan,
        Don’t ask me why, but after I started from scratch with the addressfile (excel), it worked!
        Thanks for your help! – K

  22. Hi

    This is a long shot. We successfully installed and used the Mail Merge Toolkit last year. It was removed during some PC cleanup and so I have bought another licence but keep getting an error message.
    The install appears to go correctly, but when you you actually start the email merge you get an error message. “Mail Merge Toolkit is not properly installed. Please reinstall it”
    We have tried on multiple PC’s and get the same error. My tech guy has run out of ideas having tried at least 20 times. Any ideas we can try as a last gasp effort?
    Thanks – B

    1. Hello Brian, thank you for contacfting us.
      That error is known if the add-in component integrated into Outlook is not properly installed (due to policies, or if Outlook process is not completely stopped upon the installation)
      Please try the installation of the most recent version:
      https://www.mapilab.com/files/mail_merge_toolkit.zip
      We released it recently, with updated installation mechanism (and installation troubleshooting):
      Close Word, Outlook and Publisher and make sure their processes are no longer listed in “Processes” of Task Manager.
      Then, uninstall the app from your machine via Start-> Control Panel-> Programs and Features, and start new installation:
      After downloading the archived installation package, please open that downloaded ZIP-file and extract the proper setup file to a local folder: if you have 32-bit Office edition, please select “Setup for Outlook”, if you have 64-bit Office edition, please select “Setup for Outlook 64-bit”.
      (Please note that merely Office bitness matters – e.g. a 32-bit Office version can be installed on a 64-bit machine, but you will need in this case a 32-bit add-in setup file.)
      And start installation from that extracted setup file: just double-click on the setup file, then keep the “Only for me” selection in the 3rd Installation Wizard step. In the next step, you will be probably offered to enter your Administrator login and password (if required).

  23. Hello Abraham, thank you for your question.
    The “To” field can not be left empty – you will need to select there any field from your data source.
    Even if you wish to keep that field empty in your outgoing messages, you can create a data field in your data source – and keep empty entries there. Mail Merge Toolkit will “insert” empty values to your message TO field if you wish.
    But since the add-in (and the regular Mail Merge as well) generates personal message for each recipient, we usually recommend to avoid using CC and BCC fileds, except the cases where you really need to send (blind) message copy to a secondary recipients.

  24. Hi
    I am using a non reg version of mapilab, trying to to a mail merge to outlook 2016, using windows 10, i was successful in my test with a few email addresses, now i am trying to send an invitation to 500 email addresses, i get an error (attached picture) MMTProg error, the Parameter is incorrect.
    Please help

    1. Hello, thank you for your question.
      The signatures configured in Outlook, unfortunately, can not be added automatically to the message body if you start writing your message text from within Word or Publisher. But you can add your signature as custom field to your data source (if you use e.g. an Excel file).
      And just select that field upon writing your message text in Word or Publisher.
      Please test how it works with your signature – because some objects (images, links, text formattings) may be inserted incorrectly, so you will need to select the ones which can be processed OK if using the Mail Merge feature.

  25. Hello,

    A similar question has been replied earlier in the comment section.

    Please note that it is not provided for requesting technical assistance. If you wish to receive technical support, please visit the respective section of our website:

    https://www.mapilab.com/support/

    Sincerely yours,
    Ivan.
    MAPILab Support Team.

  26. Hello

    i am getting following error, while sending email using mail merge tool kit:

    Error: “Exception occurred.”
    File: MailSenderClient.cpp
    Line:277
    Method: MailSenderClient::createOutlooksePlease suggest

    Thanks
    Manish Goyal

  27. Hello Laurence, thank you for your question.
    Please save the document – and in the next step, you will get the next mailing option (which one – depends on your settings and Outlook configuration).
    That behaviour is not incorrect: the “Save file as” dialogue is initiated by Microsoft Word. The system requires that saved document to start generating personal messages. Until saving file, merely its temporary copy exisits, and some merge operations are impossible with the tmp files.
    If you believe that dialogue differs from the regular one, and merging proess stops here – please contact us in our trouble ticket system with more issue details: https://www.mapilab.com/support/ticket.html

  28. Hi,

    I am hoping you can help me. I have just downloaded the trial version to see how the program works. I watched the tutorial and everything seems to input correctly but on the final stage when I want to send the test emails it just brings up the Save As option and doesn’t send the email merge.

    Is there something I need to do to link word with outlook?

    Many thanks in advance.

  29. HI,

    I am using an excel spreadsheet, to send mass mails via the mail merge toolkit. My Excel sheet has a column with specific attachment field paths. But i am being limited to one personalized attachment per person. I do not want to send more than one mail to each recipient, but these recipients have more than one personalized attachment.

    How do edit my excel sheet, so that when i complete the mail merge, it picks up all the necessary attachments for each recipients?

    For ex. C:\Users\sanchari.bardhan\Desktop\Recipient Name 1\Msg 1.msg C:\Users\sanchari.bardhan\Desktop\Recipient Name 1\Msg 2.msg

    I want only one mail sent to recipient 1, but i need both the attachments sent to him. I have too many recipients, and i don’t want to create several excel lists for each recipient. Is there a way to attach more than one in the excel sheet?

    1. Hello,

      In this case, your data-source structure has to resemble the following one:

      Name Email Attachment 1 Attachment 2 Attachment 3

      Julie julie@mail.com C:\File_1.zip C:\File_2.zip C:\File_3.zip
      Mark mark@mail.com C:\File_4.zip C:\File_5.zip C:\File_6.zip

      “Attachment 1″, “Attachment 2″ and “Attachment 3″ data fields can each be inserted in a single mailing.

      Sincerely yours,
      Ivan.
      MAPILab Support Team.

  30. Hi I downloaded the free trial to see if this will work for my business, so far so good with one issue. I am trying to send a word document with a picture inserted in the header. As soon as I send the mail merge i lose the picture and receive this message:

    “the linked file can not be displayed. The file may have been removed, renamed or deleted. Verify the link reports to the correct file lcoation.”

    any thoughts?

  31. I have got below error message in a trial version:

    File: MailSenderClient.cpp
    Line: 150
    Method: MailSenderClient::Send

    Can someone please help?

    Thanks,
    Karen

  32. I am trying to do a mail merge with attachments in the form of zipped file. I was successful in earlier attempts but now I am facing the below error.
    Error:”The system cannot find the path specified.”
    File: MailSenderClient.cpp
    Line: 46
    Method: MailSenderClient::SendHTML

    Can someone please help what does the above mean? Your help will be highly appreciated.

  33. Hello

    i am getting following error, while sending email using mail merge tool kit:

    Error: “Exception occurred.”
    File: MailSenderClient.cpp
    Line:175
    Method: MailSenderClient::Send

    Please suggest

    Thanks
    Mallikarjuna K

  34. Hi,

    I am trying to use trial version.
    But I receive below error.

    Error:”The parameter is incorrect.”
    File: MailSenderClient.cpp
    Line:211
    Method: mailSenderClient::Send

    I appreciated any help.
    Thanks in advance.

    1. Hello,

      This error messages appears when the data source field is not chosen in the add-in’ settings dialogue, or when the selected email address field does not contain email addresses.

      Please go back to the 3rd Mail Merge Wizard step and see your recipients’ email addresses, or click “Edit recipient list”.

      Once you know your email address field – please select it in the add-in settings and proceed.

      Sincerely yours,
      Ivan.
      MAPILab Support Team.

  35. Hi
    I am facing this error when I try to send an attachment. This happens after I click the send button. Please help

    1. Hello,

      A similar question has been replied earlier in the comment section.

      Please note that it is not provided for requesting technical assistance. If you wish to receive technical support, please visit the respective section of our website:

      https://www.mapilab.com/support/

      Sincerely yours,
      Ivan.
      MAPILab Support Team.

  36. Hi, Is there any way to just send the text message in the body message but not included as a separate file in the attachment?
    I just want to send massive e-mails with a text message in the body message and different pdf files attached.

    Any help is highly appreciated!

    1. Hello Federico, thank you for your question.
      Yes, you can select between 6 message formats: with “HTML Filtered” and “Plain Text”, your main document text is placed into message body; with other 4 formats – the add-in exports your main document text to files and attaches them to your message. Optionally, you are offered to type your text for the message body separately in the new dialogue.
      If your Word document contains merely text (without formatting), you can select “Plain Text” as message format, and attach your files in the “Attach” field.
      If your Word document contains grafics or/and formatted text, please select “HTML Filtered”, and attach your files as well.

  37. Hi Olga

    Re my May 10 query. Do you know if the issue has been resolved. I know originally you were hoping for May 20. I can’t delay my distribution beyond Monday 20 June and really hoping for some good news

    Thanks

    Brian

  38. I am using Windows 2007 and trying to use the attachment feature using the format “HTML, filtered”. When I send it I get a box that says “missing attachment file: the following file is not found or inaccessible and can not be attached to the message.” I’ve checked the file path in the excel database various times and it’s the correct file path for each attachment. Not sure what I should try next, any help is highly appreciated!

    1. Hello Cynthia,
      Thank you for your question.
      Please check your file name, incl. the path and the file extension, e.g.:
      C:\Users\MyUser\Documents\my-file.PDF
      Please copy the path of your failed attachment, paste it to Start-> Run, and hit Enter – to see your file is available that way, or not.

      If you wish to attach several files from a folder – you can replace file name with the file mask (file.*; or *.ext; or *.*).
      If the issue persists – please contact us in the trouble ticket system with the sample\screenshot of your data source and the screenshot of your add-in settings: http://www.mapilab.com/users/reg_profile.html

  39. I am getting the error:

    Error: “Exception occurred.”
    File: MailSenderClient.cpp
    Line: 244
    Method: MailSenderClient::CreateOutlookSession

    * * *

    On:
    Windows Server 2012 Standard
    Microsoft Office Standard 2013

    * * *

    Please help!

  40. I’m using Windows 10 + Office 2013.
    In Word when I come to the point, that the mails should be created by Mail Merge, I get the attached error message for each mail to create. I have to click “OK” on and on the get all mails created.
    Mail Merge creates the mails including different attachments, but I can find them at the Drafts AND the Outbox Folder of my IMAP mail account.
    Next problem: I can’t delete them from Drafts. Anything is blocking the IMAP sync with my mail provider. Because the mails can be deleted by using web mail, but they still appear in Outlook.

    Any Ideas about this various problems?

    1. Hello Winny,
      Thank you for your question.
      Our tool saves the interim copies of individual messages to your Drafts folder. Then, the messages are being placed to Outbox and removed from Drafts.
      When you configure IMAP account, Outlook creates a local mailbox copy as the OST file connected to your account. And issues with deleting messages from its folders are known if that local mail store is long time in use or large.
      Please apply regular general solutions recommended by Microsoft for fixing issues with local mailbox copies – they are useful any way and will improve your Outlook productivity:
      1) Please run the “Compact now” utility in Account Settings-> Data Files-> select your OST file-> Settings-> Advanced-> Outlook Data File Settings-> Compact Now – that fixes issues with the mail store.
      2) Repair your OST file(s): http://support.microsoft.com/kb/287497
      (http://community.office365.com/en-us/f/148/t/207478.aspx)

      We will appreciate your further questions.

      1. Thank you Olga for the answer.
        Here what happened:
        1. compressing the ost file didn’t help.
        2. repairing the ost file did something, but nothing good. After repairing I tried to delete over 100 files in Draft, which were only local, but couldn’t. Instead my Outlook started to send them again. Until I was able to stop these sending, a lot of my customers got old mails and I got angry answers.
        3. The Problem with the permission error still exists. (No answer)
        I’m really really disappointed about this piece of software.

  41. Thank you Olga. It is good knowing it is being worked on. I am going to see if I can extend the date that I have to send the merge out so I can utilise the fix. B

  42. Hi
    Almost everything has been intuitive. I have just one question. I am sending out 800 merged word document as a RTF attachment. In my testing the recipient is getting a message that by opening the document it will run an SQL command: basically asking if you want to link to the data source (which they won’t be able to and I dont want them to). If you say no – it behaves like a normal merged document.
    Unfortunately the mere fact that the message appears will confuse most people.
    Thanks

    1. Hello Brian,
      Thank you for your message.
      We could recreate this issue with some specific configuration, and will fix it soon (hopefully, till the 20th of May).
      We appreciate your information very much, and will let you know once the fix is available for download.
      We will appreciate your understanding, and will readily answer all your further quetsions.

      Regards,
      Olga T., support specialist at MAPILab Ltd.

      1. Hi Olga
        How are you going to your planned timeframe? To get the fix do we re-download the app?
        Thanks Brian

    1. Hello Evan,
      Thank you for your question.

      Yes, you can add multiple recipients to all fields: To, CC, or BCC – please separate them with the semicolon (;).
      The “To” field is generated based on your data source records: your single record may include single email address in one data field, or several ones (e.g. 2 or more addresses in a single Excel cell, separated by semicolon). The add-in generates 1 message for 1 record.
      In the CC/BCC field, you can just type all your addresses, or you can also type your recipients in your data source: e.g. in an Excel file, please create a separate data field for CC or BCC – and type your addresses into the cells.

      The length of a single message recipient data (name and email address) is limited to 255 characters according to RFC 822.
      If you add several recipients to the CC field of your database – please make sure the length of all their addresses and names (if you use the format: User First ), does not exceed that limitation.
      Outlook will just cut the rest without any notification.

      You can also check all your recipients in Outbox before sending (switch Outlook to “Word Offline” for that).

      Exchange Server may also limit the size of data in a single recipient field – to 32 KB, or according to your server settings.

      Supported data formats for recipients are:

  43. I have used the tool several times to send our mail merge documents as a pdf attachment. Generally I just type in a short test message in the message body dialog that comes up – but now I need to include an image in the message body and I can’t figure out how to accomplish that.

    1. Hello Joan,
      Thank you for your question.
      We will add support of graphics as new feature in the next version.
      In the current version, if you select sending your main message text as attachment, you can type your text and use data source fields in the message body – but adding images is not supported with the recent version.
      We will appreciate your further questions and suggestions !

      Regards,
      Olga

  44. Hi! I am having some problems at the time of sending mail, system shows this below error

    Fatal Error!
    CComQIPtr
    pMMTOutlookSender(pDispObject);
    Error code : hr = 80004002

    Kindly let me know the limitation also.

  45. Hi Mapilab,

    I downloaded the trial mailmerge addin but it doesnt seem to register on my system.
    I can’t even find it in my list of programs.

    I have attempted this on three occasions already.

    Any ideas why that is ?

    Thanks.

    1. Hello Sean,
      Thank you for your question.
      Most probably, you installed the app as another user (e.g.Administrator) with the setting “Only for me”. Please uninstall the add-in and start new installation, but select now “For everyone who uses this computer (all users)” in the 3rd Installation Wizard step. To uninstall, you could either find the app in Control Panel-> Programs and Features, or run the same setup file – and select “Remove”.

      To enable the add-in in Outlook 2010-16, please point to File-> Options, highlight Add-Ins in the left block, then locate drop-down options in the bottom and choose “Disabled Items”-> Go. Enable the add-in there, then point to COM Add-Ins and mark it with the tick.

      If it is not listed among Disabled Items – please remove the tick from its check box in COM Add-Ins, click OK, then point back – and put the checkmark. Either add-in option will be added to Outlook toolbars/ribbons, or you will get some informative notification.

      BR,
      Olga

  46. I downloaded the free trail to see how the mail merge attachment worked but when I clicked on the Merge and Send OK button, I get an error message

    Error: “Exception occurred.”
    File: MailSenderClient.cpp
    Line: 239
    Method: MailSenderClient::CreateOutlookSession

    1. Hello,

      This error message indicates that the add-in is disabled in Outlook. The enabling procedure is the very same:

      1) In Outlook 2010/2013/2016, navigate to “File -> Options -> Add-ins”;
      2) You can see the “Manage [COM Add-ins] Go…” control down below. The [COM Add-ins] part is switchable. Please click it and switch to “Disabled Items” so the control would resemble the “Manage [Disable Items] Go…” scheme.
      3) Click the “Go…” button.
      4) On the resulting window you should see the OutlookSenderAddin.dll file. Please enable it by highlighting it and clicking the “Enable” button.
      5) Next, please return to the “File -> Options -> Add-ins” window.
      6) Click the “Go…” button when the [COM Add-ins] item is switched.
      7) Locate the add-in in the add-ins list, and put a checkmark beside it to enable it. Click “Ok” and see if the issue has been resolved.
      8) If the issue still persists, please try restarting Outlook after steps 4 and 7 for the changes to apply.

      If there was no OutlookSenderAddin.dll file, please remove the checkmark in the 7th step instead, and retry the procedure from the start.

      Sincerely yours,
      Ivan.
      MAPILab Support Team.

  47. I downloaded the free trail to see how the mail merge attachment worked but it’s not showing up in my word program I only see merge Electronic mail

    1. Hello,

      If you are certain that the installation has been successful – most likely the add-in is disabled. Please try enabling it as follows:

      1) In Word 2010/2013/2016, navigate to “File -> Options -> Add-ins”;
      2) You can see the “Manage [COM Add-ins] Go…” control down below. The [COM Add-ins] part is switchable. Please click it and switch to “Disabled Items” so the control would resemble the “Manage [Disable Items] Go…” scheme.
      3) Click the “Go…” button.
      4) On the resulting window you should see the MMTProg.dll file. Please enable it by highlighting it and clicking the “Enable” button.
      5) Next, please return to the “File -> Options -> Add-ins” window.
      6) Click the “Go…” button when the [COM Add-ins] item is switched.
      7) Locate the add-in in the add-ins list, and put a checkmark beside it to enable it. Click “Ok” and see if the add-in is now present within the interface.
      8) If you still do not see the add-in, please try restarting Word after steps 4 and 7 for the changes to apply.

      If there was no MMTProg.dll file, please remove the checkmark in the 7th step instead, and retry the procedure from the start.

      Also, please check that the add-in is enabled in Outlook as well. The name of the Outlook component is OutlookSenderAddin.dll.

      If the issue persists, please try re-installing the add-in as follows:

      1) Close Outlook and Word (all instances) – then, open Task Manager and check that both outlook.exe and winword.exe are not listed under “Processes” tab. If they are – please terminate these processes, or simply log off and log on.

      2) Uninstall current version from your computer through the menu “Start-> Settings-> System-> Apps & Features”.

      3) Check whether program folder no longer exists under the following path:

      C:\Program Files\MAPILab Ltd\ (“Program Files (x86)” if you have 32-bit Office on 64-bit machine)

      If it does – remove this folder manually;

      4) Please download the latest version of the add-in from our website:

      https://www.mapilab.com/files/mail_merge_toolkit.zip

      5) Unzip the package, right-click the setup file relevant to your bit-edition of Office (it could be either 32-bit or 64-bit) – and choose the “Run as Administrator” option.

      Please type in the administrator’s password, and install the software “For everyone who uses this computer (all users)” during the third step of Installation Wizard.

      6) Launch Word and follow all First Start Wizard’s directions.

      For future support requests – please refrain from using the comment section: https://www.mapilab.com/support/

  48. I would like to send a personalized attachment via Mail Merger (Word document and Excel file with tags and email addresses for recipients) as a pdf file. In the email itself, I’d like to add a static subject and body message. How do I do that with your tool?

    1. Hello,

      In order to do that, please select the “PDF, Attachment” mailing format in the Mail Merge Toolkit Window. A window will appear, allowing you to edit the message body separately.

      Sincerely yours,
      Ivan.
      MAPILab Support Team.

  49. Hello,

    We appreciate your interest in MAPILab products.

    We have replied to your trouble ticket (#61915) with a solution.

    Please let us know if you have other questions or notes.

    Sincerely yours,
    Ivan.
    MAPILab Support Team.

  50. Hi,

    Just downloaded the toolkit to mail merge with individual attachments, for some reason it will not send the emails and just sits waiting/trying to process, it seems the paths to the excel spreadsheets are causing the issue as it sends out the emails when not including the attachments – i have checked the paths to the excel sheets and are all correct though so not sure what else i can try – any ideas?

  51. I will be using Mail Merge to send a series of reports to distribution lists that I built in Excel. I have tested a variety of situations over the last few days. I have found the system very flexible. It’s fairly reliable, but occasionally, Mail Merge will not attach the files to a group of emails. Is there a way to stop the macro from merging messages and sending them, if I see a problem? Once I go back and re-select the file, everything seems to work fine, but I don’t want to send a series of messages without files to a long list of recipients.

    1. Hello Vance,
      Thank you for your question.

      >> occasionally, Mail Merge will not attach the files to a group of emails.
      The programme should display a notification informing you the file can not be attached – if you can see that one, one please select the mode “skip for this message” and check which files are skipped. Please check if they are available in their directories for your current user at the moment.
      If you select a data base field with the path to your file, please make sure full file name is specified there – including full path and the extension of your file.
      If you do not get such notification, and messages appear without attachments in Outlook, please contact us in trouble ticket or via e-mail – we will provide you detailed instructions for emptying temp folders.

      >> Is there a way to stop the macro from merging messages and sending them, if I see a problem?

      Yes. You can stop all your messages in Outbox – and look through the list before they are finally sent by Outlook:
      under File-> Options-> Advanced, please disable “Send immediately when connected” (please also check your settings for Send/Receive groups – they might be configured for sending by schedule).
      After that, your messages will just stack in Outbox – until you click manually on “Send/Receive” or “Send All”.

  52. Hello Sir,
    Please contact us in our trouble ticket system: https://www.mapilab.com/support/

    Our software completes its task when messages are placed into Outbox.
    If an issue occurs with numerous messages at your mail system, please ask first both your mail server administrator and your mail service provider – they may have limits for outgoing mail.

    Or, please look at your recipients: if you have too many recipients at the same domain – your recipients’ server may consider that actions as spam.

  53. Hi! I am having some problems sending out around 360 emails using mailmerge as my recipients was not able to receive my emails but those emails are already in my sent items. What can be the reason behind this? Does the mailmerge have limited amount of emails to be sent at a time? I am hoping for your prompt reply. Thank you!

    1. Hello Sir,
      Thank you for your question.
      The registered add-in version does not impose any limits (with the trial version, you will get a notification after 50 messages, so you will know exactly about the limit – I believe that is not the case).
      The add-in completes its task when all messages are places into Outlook Outbox. The system (Outlook + mail server) sends your messages further from Outlook – and all sent messages appear in the Sent Items folder. Here, Outlook completes its task as well.
      So, if your messages are present in Sent Items – that means both the add-in and Outlook sent them.
      And if your recipients have not got them, we can assume an issue has occurred with the mail server – either your mail server filtered your outgoing mail (and your mail server administrator can check that), or the recipients’ servers rejected incoming messages, or filtered into Junk/Spam. Please ask your mail server administrator – probably, they got non-delivery reports from your recipients’ server.
      But sometimes incoming mail server may block message without reporting.
      Please examine your sent messages: e.g. if you have numerous messages sent within 1-2 minutes to the same domain, that server could recognize such mailing as spam, or your subject line could contain a word recognized by the server as suspicious one…

      1. Hi! We already coordinated with our mail server but they did not find any stuck email. Yes, when I used mail merge all my emails appeared in the Sent Items folder. With our mail server seemingly ok, what could have been the problem with the transmission?

      2. Hi! Just an update. When we are sending 10 e-mails only. Recipients got their respective e-mails. We really are puzzled with this because mail merge seems to be working as well. Although, when we are sending e-mail blast of roughly 360 emails, they don’t get transmitted. Btw, is there an easier to talk with you guys?

    1. Hello Vinodkumar,
      Thank you for your question.
      Mail Merge Toolkit generates messages with attachments from within Word and Publisher and delivers them to Outlook.
      If your files are password protected, you can attach them to your messages as well.

      But if you need a tool to protect your files with passwords upon sending them – you will need a tool for Outlook.
      We offer such option with another our Outlook add-in – Attachments Processor:
      you can configure add-in rule to zip files in outgoing messages (filters can be set as well), and the add-in is able to archive outgoing attachments to password-protected zip-files. You can configure the password in the rule settings:

      https://www.mapilab.com/outlook/attachments_processor/attachments_zip_compressor_component.html

  54. Hello Remiko,
    Thank you for your question.

    You can attach as many files as you wish to your individual messages: please click on the “…” button next to the “Attach” field.
    New dialogue window will open – for managing all your files in the list: attach static files, add your data source field with the path to your file, and remove your previously added files from the list.
    Please see the screenshot:

      1. Hello Scott, thank you for your question.
        Could you please watch the video-samle of using Excel data source for sending individual attachments here at YouTube ?

        Or, please just look at my screenshot:

  55. But it seem that only one attachment could be attached on each email.
    It seems there is no methods to attached more than one file for one email.

  56. I have tried the above path+filename extension but no attachment is sent.
    Email is sent to address as are all the field merges in the email but no attachment is sent with the email.
    please assist.
    thanx

    1. Hello,

      Please consider creating a trouble ticket in our dedicated Support module:

      https://www.mapilab.com/support/

      In the meantime, please identify the stage at which does the issue occur. Temporarily disable the “Send immediately when connected” Outlook option via ‘File -> Options -> Advanced’, and check the Outbox folder. Does the attachment appear to be present?

      Please forward your reply to the Support area.

      Thank you.

  57. I’m trying to use the attachment feature, whereby I can put in the file path into the excel spreadsheet, but it is not working for me. How do I put in the file path, so it will email it!
    Nikki

    1. Hello Nikki,
      Thank you for your message.

      In order to let our add-in attach your file to your messages, you will need to type full file name in your Excel data source, which includes Path+ filename.extension, e.g.:

      C:\Users\Nikki\Documents\Attachments\Invoice_#123.PDF

      Please make sure your data source contains full file name – with the file extension.

  58. This looks pretty good, and after one or two false starts I managed to get it to work, but ahead of sending each e-mail it asked me to confirm that I wanted to send it, and there was no “yes to all” button, so I had to confirm them individually, which rather put a damper on the bulk mail idea – any suggestions?

    1. Hello Peter,
      Thank you for your question.
      Do you mean a dialogue which requests you to select your Outlook Contacts folder for every message ?
      This issue is known in some email account configurations if Outlook Contacts are used as the recipient data source, and an external file (e.g. an image) is used in the document/message body as well: Word connects to the image, and looses connection with the Outlook data source…
      We know some tricks allowing to solve that issue with Microsoft Office components: the easiest one is to use the regular Word option “Embed image” instead of inserting/linking to the image file.


      Regards,
      Olga

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