How to create an email in HTML

Create an Email with a PDF invoice attached  

In this demo you see how to set up an email mail merge. Starting point is a form, the result is a pdf invoice (already existed as Wordtemplate and made PDF), attached to an email (already existed). You also see the automatic file naming and storing.

In this example we demonstrate the steps for making an email template with a HTML body and email mail merge process. The result can be used on a daily bases to send emails with custom content to individual or multiple recipients. 

  1. Use the mail merge wizard to set up the process
  2. Use the Template Designer to drag & drop the fields on your template
  3. Start using the mail merge process you created

1 . Use the mail merge wizard to set up the process

You always need to have the database open with the form or datasheet you want to use the information from. (You should have already installed the Mail Merge Addin. If not see Installation and connecting to your database.)

1.1 Open the data source (table, query or form)

1.2 Start the Mail Merge wizard
1.2.1 Select the Mail Merge Ribbon
1.2.2 Press the Email Mail Merge button

1.3 Define the process

1.3.1 Select 'Email HTML'. (Mail Merge >  New > Email HTML. ) 

1.3.2 Give a name to the process. Here: EmailInvitation

1.3.3 In case of a duplex form select if you want to iterate over the overview or the instance, the main form or the sub form.

1.3.4 Press Next  >.

1.4 On this tab you compose the email.
1.4.1 Select the field containing the email address
1.4.2. Select a field containing some content for the subject line. This field also can have only text.
1.4.3 Create or use an existing template

You can
a. use an existing template - check this option and select the just one.
b. make a new template from scratch - give it a file name and press 'Create'
c. make a new template from (a copy of) an existing template - select a file as the starting point for the new one and press 'Create'.

Here we show c. make a new template from (a copy of) an existing template. After section 2 we will continue with the wizard (1.5)

2. Use the Template Designer to drag & drop the fields on your template

2. Now the Template Designer opens, edit whatever you want.

 

The left picture is an existing template, loaded in the template designer because of selecting it in 'select a file to base on..'. The only features we want to keep are the style and the layout of the foot. The rest we just delete.

On the right: Then, place by 'drag and drop' the [fields] from the left side to the right.

It is important to have always the fieldnames spelled correctly.

1.5 Close the template designer and, in the wizard, press 'next'
1.6 Skip the following screens - Store and Log- don't check automatic file naming or logging.

1.7 Press 'OK'

3. Start using the mail merge process you created

3.1. Press 'Run..' and evaluate the result with the selected data OR press 'Open the Process Selection dialog' on the What's next dialog. The next time you will be using the 'Existing' button on the Mail Merge ribbon (Access 2003: menu Mail Merge > Open...).

Finally: you want to make changes to the email template? Mail Merge ribbon > Press Existing > Edit.

You can run the process on one, a couple or all records. Select the desired records in the form or table. Then in the Mail Merge ribbon > Press 'Existing'. Select the process you want and 'Run'.