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Customer Letters from Outlook Contacts

Posted on 2011-09-12
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Last Modified: 2012-08-14
Hello Everyone -

We currently have a large database of 4,000 contacts in our MS Exchange Public Folders, we sync our public folder to our local Contacts folders as well.

Every year we send out letters to clients based on their anniversary. Is there anyway to create a template that can be accessed/initiated from Outlook? I know we can use Mail Merge settings in Word, however it would be pretty time consuming working through the 4,000 Contacts. Is there a way to bring up the template from an open Contact?
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Question by:tecpub
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LVL 31

Expert Comment

by:Helen Feddema
ID: 36524808
My Code Sample #31 demonstrates sending documents made from a Word template to selected contacts (it uses the Outlook Selection object).  But this might not work for you.  Do you want to check every day whether there is a contact who has an anniversary on that day, and send out letters to them?  Are the contacts all in the same folder?  If so, is it the standard Contacts folder, or another folder?

http://www.helenfeddema.com/Files/code31.zip

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Author Comment

by:tecpub
ID: 36526363
Yes, we'd like to browse through our contacts folder and from there send a letter to that person by opening up sort of template. The letter template would import their name and other letter based info into the letter.
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LVL 31

Expert Comment

by:Helen Feddema
ID: 36526393
Then my code sample should work.  Of course, you will need to modify the template as needed to pick up the info you want from the ContactItem, and the surrounding text.
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LVL 31

Expert Comment

by:Helen Feddema
ID: 36526399
You could temporarily sort the Contacts folder by Anniversary, so you could quickly find the right ones to select.
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Author Comment

by:tecpub
ID: 36899518
Thanks. I will try and report back.
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LVL 31

Accepted Solution

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Helen Feddema earned 1500 total points
ID: 36904577
Another possibility would be to create a filter string using a Restrict clause based on the Anniversary field, and then the code would only work with contacts whose anniversary is within that range.  Here is a sample, though using another field in MailItems:


'Create exact date range
      strStartDate = Format(DateAdd("d", -5, Date), "m/d/yyyy hh:mm AMPM")
      strEndDate = Format(DateAdd("d", 1, Date), "m/d/yyyy hh:mm AMPM")
      strDateRange = "[CreationTime] >= """ & strStartDate & _
         """ And [CreationTime] <= """ & strEndDate & """"
      Debug.Print "Date range: " & strDateRange
      
      Set itms = fldInbox.Items
      
      If itms.Count = 0 Then
         GoTo CheckFound
      Else
         Set ritms = itms.Restrict(strDateRange)
         intCount = ritms.Count
         
         If intCount = 0 Then
            GoTo CheckFound
         End If
      End If

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Author Comment

by:tecpub
ID: 37015412
Wow that looks great. I'll try this as well and report back.
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Author Closing Comment

by:tecpub
ID: 37474407
Not really sure what the solution is still as it hasnt been fully solved.
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