Solved

Creating an Email distribution list from works database

Posted on 2014-09-06
8
181 Views
Last Modified: 2014-09-11
We have a Works 2000 database, containing records from around 1500 clients, and I'd like to send an Email to them.  One field in the database contains all the Email addresses.  My Email client is Outlook 2007.  It is not necessary to personalize the message, such as with a unique salutation.  I'd appreciate some guidance on how to accomplish this.
0
Comment
Question by:ddantes
  • 4
  • 4
8 Comments
 
LVL 38

Expert Comment

by:Insignificant Volunteer
Comment Utility
Hello David

It is a very long time since I used any version of Microsoft Works and I don't have immediate access to it at the moment.  You are no doubt aware that the applications in the Works Suite are simplified versions of the full Microsoft Office suite, and a lot of the enhanced functionality has been stripped from them.

The *.WDB files are single binary files that are in the same internal format as pre-2007 Microsoft Office files, and this makes it difficult or impossible to parse them using something like a Windows batch file and pick out any data fields reliably.

I assume, from what you have said in the question, you have MS Works still installed on a functional computer.

Do you have any versions of Microsoft Office running on other computers with MS Access and Excel installed?

What "export" or "Save As" options do you have under the "File" menu of the Works Database application?

I am wondering whether it might be easier to try and export the database to an Excel spreadsheet format or even a comma-separated values (*.CSV) file that would be easier to create an Address Book entry from.
0
 

Author Comment

by:ddantes
Comment Utility
Hi Bill:  Thank you for taking an interest.  I attached a screen shot of the "Save As" options for this file.
Save As dialog
0
 
LVL 38

Accepted Solution

by:
Insignificant Volunteer earned 500 total points
Comment Utility
Try saving as a CSV file and then try to import that directly into Outlook 2007.  I found the following page that describes (starting at Step 2) how this would be done in Outlook 2013.  I would hope that the functionality will have been the same of very similar in the 2007 version.  Take note of the option to create duplicates, which is the safer option.
http://office.microsoft.com/en-us/outlook-help/create-a-contact-group-from-a-list-of-contacts-in-excel-HA103145839.aspx
The only issue that you may encounter is the "mapping" of the separate fields in the CSV file.  You only have one field for each contact, and the only details for each is an email address.  Without having names for the contacts it could be problematic.

I found another PDF file that shows how to create a new distribution list from an Excel (XLS) file.  You would just choose Comma Separated File (CSV) when it comes to choosing the type of file.  It looks like a slightly older version of Outlook, but has a lot of useful screenshots to demonstrate the process.
http://www1.hollins.edu/Docs/CompTech/On-line_Documentation/Outlook/Creating%20a%20Distribution%20List.pdf

A YouTube video that shows the Outlook 2007 dialogs:
https://www.youtube.com/watch?v=EjCLZZY2HfA
0
 

Author Comment

by:ddantes
Comment Utility
Thank you for all your research, Bill.  I'll look into these methods and post again, but it may take a day or two...
0
How to run any project with ease

Manage projects of all sizes how you want. Great for personal to-do lists, project milestones, team priorities and launch plans.
- Combine task lists, docs, spreadsheets, and chat in one
- View and edit from mobile/offline
- Cut down on emails

 
LVL 38

Expert Comment

by:Insignificant Volunteer
Comment Utility
No rush David.
0
 

Author Comment

by:ddantes
Comment Utility
I have only tried the first method so far.  I saved my Works database as a comma separated Windows file, and then tried to import it into a new contacts folder in Outlook.  A two-column window opened, prompting me to drag data from the CSV file into the new contacts folder, mapping it to a field.  But I would have needed to do that for each of 1500 records in the CSV file, manually.   I'll try the other methods ASAP.
0
 

Author Comment

by:ddantes
Comment Utility
Life has gotten in the way of my trying out the other methods, so I'll award points and close the question.  When it becomes possible, I'll pursue the remaining suggestions.  Thanks Bill!
0
 
LVL 38

Expert Comment

by:Insignificant Volunteer
Comment Utility
Thank you David.  I hope that one of the methods works for you.
0

Featured Post

Free Trending Threat Insights Every Day

Enhance your security with threat intelligence from the web. Get trending threat insights on hackers, exploits, and suspicious IP addresses delivered to your inbox with our free Cyber Daily.

Join & Write a Comment

Some time ago I was asked to create a VBA function that would calculate a check digit for an input number, using the following procedure: First, sum up all the individual digits in the number If that sum value has more than one digit, then sum up …
This article will show you how to use shortcut menus in the Access run-time environment.
Learn how to make your own table of contents in Microsoft Word using paragraph styles and the automatic table of contents tool. We'll be using the paragraph styles in Word’s Home toolbar to help you create a table of contents. Type out your initial …
Excel styles will make formatting consistent and let you apply and change formatting faster. In this tutorial, you'll learn how to use Excel's built-in styles, how to modify styles, and how to create your own. You'll also learn how to use your custo…

762 members asked questions and received personalized solutions in the past 7 days.

Join the community of 500,000 technology professionals and ask your questions.

Join & Ask a Question

Need Help in Real-Time?

Connect with top rated Experts

6 Experts available now in Live!

Get 1:1 Help Now