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GUIDE | How to use WOEMAIL, an auto emailing Excel tool

This article will show you how to use WOEMAIL, an Excel tool that allows you to create automatically and send e-mails all at once. The tool allows you to compose up to 100 emails with the recipient’s name and message in the body of an email. It can also compose an e-mail with up to 100 addresses in TO, CC, and BCC.

This tool is simple and easy to use with just typing and clicking a button. Depending on the timing or circumstances of using the applications, it may not work well, so please read [ 2. What to keep in mind ] before using this tool.

Language: English Japanese

1. The procedure for this tool

Here are the steps to use this tool.

2. What to keep in mind

Before using this tool

If you use this tool while an Excel file (extension: xlsm) containing macros is open, an Excel system error may occur. Before using this tool, please make sure that you do not have any other Excel files that contain macros open.

Before composing emails

If you edit a Word document that is the body of an email and then compose the email while it is still open, an Excel system error will occur, and the email will not be created. Before composing emails, please make sure that the Word document that is the body of the email is not open.

While processing

If you do any other work while the process is running, the process will not run correctly. Please wait until the processing is complete without doing any other work.

Edit a Word document

If your Word document contains a text box, you will get an error when composing an email. Please make sure that the Word document does not contain any text boxes.

Edit a Word document

When composing One to One email, if you have set up the merge fields under text with many hyperlinks, the data will not be inserted correctly. When setting the merge fields, please set them before the text where the hyperlinks are set.

3. Write the body of an email in Word

Use Word to create the body of an email. Enter text, set text formatting, line spacing, and other settings. You can also insert images to create a well-designed email.

One to One Email allows you to insert your recipient’s name and text messages into the body of an email. If you want to put the merge fields in the body of an email, type the characters shown below in lowercase letters where you want the information. It is case-sensitive.

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 columns in the One to One Email creation sheet will be inserted into the mail that is unique to that recipient.

4. Open WOEMAIL

This tool has been created by programming in VBA. Because it contains macros, when you open the file for the first time, the following security warning message will appear. Click Enable Content to proceed and avoid the popup reappearing in the future.

When you open this tool, the menu window will appear. Click a button to start composing emails.

5. Compose and send One to One Email

One to One Email allows you to compose up to 100 emails. It also sends up to 100 emails saved in the Outlook Drafts folder all at once.

5-1. Compose emails

To compose One to One Email, follow these steps. It imports a Word document into the body of an email and composes emails and saves them in your Outlook Drafts folder.

1 Click on One to One Email (1 to 1 Email) in the menu window or tab.

2 To specify the email account that you want to send emails to, click on Account Setting.

Your regular email account

Select [ Default ] from the dropdown list if you want to send emails from your regular email account.

An optional email account

Select [ Optional ] from the dropdown list if you want to send emails from another email account and type the email account name and the drafts folder name.

3 Click on Message Setting to specify email message.

4 Enter a subject of an email.

5 Specify a Word document file for the body of an email. Click on the folder icon to open the dialog box and select the relevant file.

6 You can attach up to 5 files. Click on the folder icon to open the dialog box and select the relevant file.

7 Click on New Email to compose emails.

8 Enter recipient’s email addresses in the Address column. If you want to insert information, enter data in Name, Text1, and Text2 columns.

9 Click on the Compose button.

10 The emails will be composed and saved in the Outlook Drafts folder. When the process is complete, a completion message will appear.

Show or hide the email setting

By clicking the button, you can show or hide the email setting information. You can also click on the title in the upper left corner of the screen to display the menu window.

How long does it take to compose?

The time for composing emails depends on the specs of your PC and the file size of your Word document. It took about 2 minutes to compose 100 emails with the Intel Core i5 processor, 8GB of memory, and the 139 KB word document. It also would take longer if you would do the process of composing emails continuously.

5-2. Send emails

Check that the emails saved in the Outlook Drafts folder have been created correctly, and then send the emails. You can send emails from Outlook. If you want to use the sending function, follow the steps below.

1 Click on the Send button on this tool.

2 The emails saved in the Outlook Drafts folder will be sent.

3 When the process is complete, a completion message will appear.

6. Compose and send Single Email

Single Email allows you to enter up to 100 addresses for each of TO, CC, and BCC. It also sends up to 100 emails saved in the Outlook Drafts folder all at once.

6-1. Compose emails

To compose a Single Email, follow these steps. It imports a Word document into the body of an email and composes an email and saves it in your Outlook Drafts folder.

1 Click on Single Email in the menu window or tab.

2 Specify the email account that you want to send emails to.
For instructions, please refer to step 2 of [ 5-1. Compose emails].

3 Specify email message.
For instructions, please refer to steps 36 of [5-1. Compose emails].

4 Click on New Email to compose emails

5 Enter recipient’s email addresses in TO, CC, and BCC columns. You can enter up to 100 addresses for each of them.

6 Click on the Compose button.

7 The email will be composed and saved in the Outlook Drafts folder. When the process is complete, a completion message will appear.

6-2. Send email

Check that the email saved in the Outlook Drafts folder has been created correctly, and then send the email. You can send the email from Outlook. If you want to use the sending function, please refer to steps 13 of [ 5-2. Send emails ].

7. Troubleshoot

The following is a list of troubleshooting tips for this tool. If you have problems, please check the following information to resolve them. If you have a problem other than those listed below, please use the contact form to send me a message.

Trouble

After clicking the Compose button, the system error message such as [ Word has encountered a problem ] appeared.

When does the error occur?
  • Tried to compose an email shortly after starting Windows.
  • Tried to compose an email shortly after opening Outlook and this tool.
  • Tried to compose an email shortly after closing a word document for the body of an email.
  • A Word document contains a text box.
How to deal with this problem

Try composing the email again a few minutes later, and you can compose an email without problems. If the error still occurs, please reboot your PC. If a Word document contains a text box, remove the text box from the document.

Trouble

In On to One Email, data is not be inserted correctly.

Please check that the characters you specify for the merge fields are correct and that you have not entered characters in double-byte characters.
If you have set up the merge fields under text with many hyperlinks, the data will not be inserted correctly. When setting the merge fields, please set them before the text where the hyperlinks are set.

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