OneNote's Outlook Mail Merge Example

This example describes how to use "Gem" tools to merge mail for Outlook.

In this example, we will use follow software.

• Excel and add-in "Row to OneNote for Excel".
• OneNote and add-in "Gem for OneNote".
• Outlook

Send Excel Row as a Table to OneNote

• Install "Row to OneNote" add-ins, This add-ins include "Row to OneNote for Excel".
• Install "Gem for OneNote" add-ins.
• Run OneNote
• Run Outlook
• Run Excel, open a Payroll excel file like follow image.

In Excel:

1. Select a row in Excel.
2. Click "View" tab -> "OneNote Gem" group -> "Row to OneNote" button.
3. It will pop up a "Excel Header Row" window to help you to specify the header row.

Send Excel Row as a Table to OneNote

Convert Table to Text

After click "OK" in "Excel Header Row" window. Add-In will convert Excel row as a table and save to a new OneNote page.

In OneNote,

1. Select this table.
2. Click the second "Gem" tab in hidden "Table Tools"
3. Click "Convert Table to Text" feature in "Converts" group.
4. This feature will pop up a "Convert Table to Text" window. In this window, choose "Other" option.
5. Input "=" as delimiter to input box.

Convert Table to Text

Copy Fields and Go to Gem Outlook Custom Fields File
After Click "OK" in "Convert Table to Text" window, it will convert table to text and separate with "=".

Last Name=Jones
First Name=Bob
Soc. Sec.=222-22-2222
Hours=20
Rate=$20
Wage=$400

These fields fit for Gem Outlook Custom Field format.
Gem Outlook Custom Field format is: 
Field Name = Field Value

We will use these fields later.

1. Select all these fields and press "Ctrl + C" to copy them to clipboard.
2. Click Gem "Cooperation" tab -> "Outlook" group -> "Field" menu -> "Go to Custom Fields Folder" menu item.

Copy Fields and Go to Gem Outlook Custom Fields File

Edit Gem Outlook Custom Fields File
Gem open windows explorer and navigate to "GemOutlookCustomFields.txt" file.

1.     Double click on "GemOutlookCustomFields.txt" file to edit it.
2.     In NotePad,  press "Ctrl + V" to paste fields from clipboard.
3.     Next, press "Ctrl + S" to save the "GemOutlookCustomFields.txt" file.

Edit Gem Outlook Custom Fields File

Create a Mail Template to Merge Fields for Outlook

Now, go back to OneNote create an Outlook Mail Template page.
The template page embed the field names using "<< >>".

Click "Outlook" group -> "New" ( New Outlook Email ) feature to create a Outlook email and merge with Gem fields.

Create a Mail Template to Merge Fields for Outlook

A Merge Outlook Message
After click "New" ( New Outlook Email ) feature, Gem will pop up an Outlook email window, and convert OneNote page to Outlook email message, and replace the fields (enclosed by "<< >>") to   their values.

Now, we can got a merge Outlook message.

A Merge Outlook Message

Tips:
If you can write a VBA to dynamic to replace "GemOutlookCustomFields.txt" fields, you can easy to create merge emails for multiple people.

Gem for OneNote v31 add: Recognize new custom field "Email".
Email=YourName@domain.com
​Gem will add this field to "To:" box.