How to send out an e-mailing to workshop registrants.
Allen Hopkins, 24 May 2001

These instructions assume you're using Word 2000 on a Windows 2000 platform with Outlook installed.

The steps for sending a form-letter email message to addresses in the workshop registration list is almost exactly the same as it is for creating a regular form letter from the address list.

See http://www.gigascale.org/gsrcadmin/faq/2.html. Those instructions end with clicking "Merge..." on the toolbar. The difference is in what you do with the dialog box you get when you click "Merge...":

In the selection tool under "Merge to:", select "Electronic mail", and then click the "Setup..." button. This brings up another dialog. In the top part, select the name of the data field containing the email addresses ("Email"). In the lower part, enter the text of the subject you want with your email message. Click OK.

Now, if you want to send the mail to everyone on the registration list, just click the "Merge" button and off they go.

If you want to limit the mailing to some criteria in the registration data, like everyone whose affiliation is "IBM", for example, click on the "Query Options..." button and fill in the criteria there, then come back and press "Merge" to send out the mail. You can experiment with the Query Options by merging to a document, instead of to email, until you get the right set of recipients.