WoEmail composes emails using Word, Outlook, and Excel and sends mass emails. This tool allows you to prepare the body of an email in Word. You can compose a simple email to a well-designed email for different purposes. In this article, you will learn how to use WoEmail.
Steps and Notes for mailing
Steps for mailing
To get started, write your message, set the layout and design of an email body in Word. Open Outlook, and then open WoEmail to compose and send emails.
Notes for using this tool
Please keep the following in mind when using this tool. If a system error occurs, please look at the trouble shooting.
- If you compose an email while another Excel or Word file is open, or if you edit a Word document for the email body, a system error may occur. Before using this tool, please make sure that you do not have any other Excel files or Word documents open.
- If you do any other work while the process is running, it will not be processed correctly. Please do nothing else and wait until the process is complete.
1. Open WoEmail
The first time that you open this file, the following ‘SECURITY WARNING’ message will be displayed. Click [Enable Content] to proceed and avoid the popup reappearing in the future.
When you open this tool, the menu window will appear.
2. Compose a single email
You can enter up to 100 addresses for each of TO, CC, and BCC in Single eMail. It imports a Word document into the body of an email and composes a single email and save it in your Outlook drafts folder.
① Click on [Single eMail] in the menu.
② The single email creation sheet will appear. Click the edit icon in the sheet below.
③ Enter the setting items for the email in the sheet below.
|Account||Set the account that you send the email. Select Default if you want to send the email from the account you normally use. Select Optional if you want to send it from another account and enter the email account name in the next box.|
|If you select Optional in account, enter the drafts folder name of the email account.|
|Subject||Enter a subject of the email.|
|Body||Enter the full path of a Word document file for the email body. You can select the relevant file from the dialog box by clicking a folder icon.|
|Enter the full path of an attached file. You can enter up to 5 files. You can select the relevant file from the dialog box by clicking a folder icon.|
④ Click the [Back] button.
⑤ Enter recipient’s addresses in TO, CC, and BCC. You can enter up to 100 addresses for each of them.
⑥ Click the [eMailing] button to compose the email.
⑦ The email will be composed and saved in the Outlook drafts folder. When the process is complete, a completion message will appear.
The composed email
3. Compose One to One emails
One to One eMail allows you to insert your contact’s name and text message into the body of an email. It imports a Word document into the body of an email and composes up to 100 emails and save them in your Outlook drafts folder.
① Click on [One to One eMail] in the menu.
② The One to One eMail creation sheet will appear. Click the edit icon in the sheet below.
③ Enter the setting items for the mail in the sheet below.
Please look at the [Compose a single email ③] to enter the setting items.
④ Click the [Back] button after completing the setting items.
⑤ Enter recipient’s addresses in Address. If you want to insert information, enter data in Name, Text1, and Text2.
⑥ Click the [eMailing] button to compose the emails.
⑦ The emails will be composed and saved in the Outlook drafts folder. When the process is complete, a completion message will appear.
How to put the merge fields in the mail body?
Open a word document for the email body and type the characters shown below in lowercase letters where you want the information.
|Insert the name data||<name>|
|Insert the text1 data||<text1>|
|Insert the text2 data||<text2>|
The data that you enter in Name, Text1 and Text2 on the one to one eMail creation sheet will be inserted on the mail that is unique to that recipient.
The composed emails
How long does it take to compose?
The time for composing emails depends on the specs of your PC and the size of your Word document. If you create 100 One to One emails on the following system, it will take about 2 minutes (1 minute 50 seconds) to create.
|Processor||Intel Core i5|
|Word Document size||139KB|
4. Send mass emails
It sends up to 100 emails saved in the drafts folder.
① Click on [Mass eMailing] in the menu.
② The [Mass eMailing] dialog box will appear.
③ Select the mail account that you want to send.
Select Default if you want to send emails from the account you normally use. Select Optional if you want to send them from another account and enter the email account name in the next textbox.
④ If you select Optional in account, enter the drafts folder name of the email account.
⑤ Click the [Send Mail] button.
⑥ When the process is complete, a completion message will appear.
5. Email creation Log
It records the information of the composed emails. By using Excel’s filter feature, you can extract specific data. For example, you can extract data that matches a customer’s email address and check if you have sent an email to that customer by the filtered data.
① Click on [Creation Log] in the menu.
② The creation log sheet will appear.
6. Trouble shooting
After clicking the [eMailing] button, a message such as “Word has encountered a problem” or other system error messages may appear, and email composing process may not work properly.
When does a system error occur?
- When you start the process shortly after running Windows
- When you start the process shortly after running Outlook and this tool
- When you start the process immediately after saving and closing a word document
How to deal with this
If you run the process again a few minutes later, it will work fine. If a system error message appears over and over again, please close this tool and Outlook, or restart your PC, and then try to perform this tool.