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How to Automate Mail Merge through VBA in Microsoft Excel | VBA

5 Mins read

In this blog, I will try to cover how to get rid of Mail Merge by using the sample Excel VBA code. We all know how to do the mail merge in MS Word. But today I will discuss on mail merge in Excel. The data in your spreadsheet and you want to send the mail to the multiple people at a time.

For example, in your spreadsheet, you have data like Firstname, Lastname, Email-id, Date of Birth, and phone numbers. You have a long list like this. Now every day you need to check the date of birth and send the email to the associated person.

Now I can show you how to write a simple VBA code that will check the date of birth and then send the email using either email or from your outlook.

Let’s assume you have the sample the data like below in a sheet called “DataSheet”

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Data Sheet Picture-1

It’s a simple data set of the employee. We need to check whose birth date is today and then you need to send an email.
Now I will show you how to write a simple that will check the birthday of the employees and sent them an email from your outlook or Gmail taking the email id from the sheet.

How to Automate Mail Merge through VBA in Microsoft Excel | VBA

  1. We will create a simple template for out later reference. I have added a new sheet and changed the name of the sheet as “Mail Merge”.
  2. Then I have created a simple template like below.
Template Picture-2

I have created this template in Excel using page layout. I have inserted a picture in the corner which is downloaded from the internet. In future, if you want to take the print out of the birthday boys it will work.

Now you need to write the code. Press Alt +F11 to go to VBA page. Then Click on insert and then click on Module.

Click Module Picture-3

After creating the new module copy the below code and then paste the below code in the module. We will catch the code one by one line later. This code is applicable when you are sending it from your Gmail id.

Before pasting the code in the module, make sure that Microsoft CDO for windows 2000 library checkbox is on. To check the same just follow the below steps.

  • Step 1: Click on Tools
  • Step 2: Then go to References
  • Step 3: Microsoft CDO for windows 2000 library
Refrences-VBA Project Box Picture-4

If this is not checked then please tick the box and then press OK.

Then you need to paste the below code in the module. Mail Merge through VBA in Microsoft Excel

Sub sendemail()
Dim ws As Worksheet
Dim ws1 As Worksheet
Dim Lr As Integer
Dim bdate As Range
Dim firstName As String
Set ws = Sheets("DataSheet") ' Your data sheet.
Set ws1 = Sheets("MailMerge") ' Your template sheet
Set myMail = New CDO.Message
Lr = ws.Cells(Rows.Count, 1).End(xlUp).Row ' to get the last row no in your datasheet file
For i = 2 To Lr
Application.ScreenUpdating = False
Set bdate = ws.Range("D" & i)
checking = (Format(bdate, "mmm-dd") = Format(Date, "mmm-dd")) ' Birthday checking with today's date
ws.Cells(i, 8).Value = checking
If ws.Cells(i, 8).Value = True Then
firstName = ws.Cells(i, 2)
msg = "Dear " & firstName & "," & vbCrLf & vbCrLf
Dim iMsg As Object
Dim iConf As Object
Dim strbody As String
Dim Flds As Variant
Set iMsg = CreateObject("CDO.Message")
Set iConf = CreateObject("CDO.Configuration")
iConf.Load -1 ' CDO Source Defaults
Set Flds = iConf.Fields
With Flds
.Item("http://schemas.microsoft.com/cdo/configuration/smtpusessl") = True
.Item("http://schemas.microsoft.com/cdo/configuration/smtpauthenticate") = 1
.Item("http://schemas.microsoft.com/cdo/configuration/sendusername") = "[email protected]"
.Item("http://schemas.microsoft.com/cdo/configuration/sendpassword") = "yourpassword"
.Item("http://schemas.microsoft.com/cdo/configuration/smtpserver") = "smtp.gmail.com"
.Item("http://schemas.microsoft.com/cdo/configuration/sendusing") = 2
.Item("http://schemas.microsoft.com/cdo/configuration/smtpserverport") = 25
.Update
End With
strbody = "Hello" & fristname & "," & vbNewLine & vbNewLine & _
"Celebrate your birthday today. Celebrate being Happy every day." & vbNewLine & vbNewLine & _
"Hoping you get a big promotion and an even bigger pay raise this year." & vbNewLine & vbNewLine & _
"You deserve it. Besides, it's about time you picked up our lunch tab. " & vbNewLine & vbNewLine & _
vbNewLine & vbNewLine & _
vbNewLine & vbNewLine & _
"Happy Birthday to you!!!" & vbNewLine & vbNewLine & _
vbNewLine & vbNewLine & _
"Niladri Sekhar Biswas"

With iMsg
Dim email As String
email = ws.Range("G" & i).Value
Set .Configuration = iConf
.To = email
.CC = ""
.BCC = ""
' Note: The reply address is not working if you use this Gmail example
' It will use your Gmail address automatic. But you can add this line
' to change the reply address .ReplyTo = "[email protected]"
.From = """Test"" <[email protected]>"
.Subject = "Important message"
.TextBody = strbody
.AddAttachment "E:\happy_birthday_card.jpg"
.Send
MsgBox "Mail send"
End With
End If
Next
Application.ScreenUpdating = True
End Sub

You need to change the references as per your data. In my case date of birth is in D column and email id is present in G Column. And in the H column, I have checked where the date of birth is today or not. Mail Merge through VBA in Microsoft Excel.

Now go back to the Mail Merge sheet and then insert a shape. And then right-click on it and then click on assign macros and select the name the procedure you have pasted just now.

Assign Macro Box Picture-5

Now if you click on the shape then it will call your Sendmail procedure and it will send an email from your Gmail account. But before that, you need to give a valid user name and your Gmail password.

If your less secure app is off in your Gmail account then probably you will not able to deliver the email. So before hit the button go back to your Gmail account and set less secure app is on.

Allow Less Secure Apps Picture-6

Mail Merge Code for using in Outlook:

Dim Outlook As Object
Dim Email As Object
Dim ws As Worksheet
Dim ws1 As Worksheet
Dim address As Range, rngCell As Range
Dim Recipients As String
Dim Lr As Integer
Dim i As Integer
Dim msg As String
Dim bdate As Range
Set ws = Sheets("DataSheet") ' Your data sheet.
Set ws1 = Sheets("MailMerge")
Lr = ws.Cells(Rows.Count, 1).End(xlUp).Row
For i = 2 To Lr
Set Outlook = CreateObject("Outlook.Application")
Set Email = Outlook.CreateItem(0)
Set bdate = ws.Range("D" & i)
checking = (Format(bdate, "mmm-dd") = Format(Date, "mmm-dd")) ' Birthday checking with today's date
ws.Cells(i, 8).Value = checking
If ws.Cells(i, 8).Value = True Then
firstName = ws.Cells(i, 2)
Recipients = ws.Range("G" & i).Value

msg = ""
msg = msg & "Dear " & firstName & "," & vbCrLf & vbCrLf

msg = msg & "Celebrate your birthday today. Celebrate being Happy every day. " & vbCrLf & vbCrLf

msg = msg & "Hoping you get a big promotion and an even bigger pay raise this year. Happy Birthday to you!!!" & vbCrLf & vbCrLf

msg = msg & "Thanks" & vbCrLf & vbCrLf

msg = msg & "Kind Regards" & vbCrLf & vbCrLf
msg = msg & "Niladri Sekhar Biswas"
Email.Importance = 2
Email.Subject = "Happy Birthday!!!"
Email.Body = msg
'Email.Attachments.Add ActiveWorkbook.FullName
'Set Recipient
Email.To = Recipients
Email.Send

End If
Next
MsgBox "Email Sent Successfully"
End Sub

This code will help you to send the email from outlook:

Further, let me know if you created a variant for this? Happy to discuss new ideas 🙂 Mail Merge through VBA in Microsoft Excel

Excel VBA Macros for Non-Coders

Do you find VBA Macros scary? Did you miss any job opportunity because of it? Get started today with our eBook guide on using – Excel VBA Macros. 140 pages of rich visuals. Download now.

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