Can I create a Dynamic Link from GroupMail to my Excel File ?
Yes!, you certainly can by creating a Database Connection to the Excel File in GroupMail.
This is an Example of a Excel File that you can link to :
Let us assume that we want to link to a Microsoft Excel file that is stored at “C:\Customers.xlsx” and its Worksheet is called ‘Customers’.
To Link our GroupMail Group to this Excel File. In GroupMail go to :
Groups, New Group.
Select “External Database – Recipient Information is retrieved from an external Database system’. Next.
Click on New to create a New Database Connection. Next.
On the ‘Create a New Database Connection‘ screen, enter a descriptive name and click on ‘Wizard’ button.
Select ‘Microsoft OLE DB Provider for ODBC Drivers’ and click on Next.
Select “Use data source name” and select “Excel Files” from the list
At point 3 ‘Enter the inital catalog to use:’, enter the path of your spreadsheet.
For our Example this is C:\Customers.xlsx
Press the ‘Test Connection’ Button, to ensure a sucessful connection.
Click Ok and Ok again to return to the ‘Create a New Database Connection’ screen.
Select “Static” from the ‘Cursor Type’ list.
Select ‘Optimistic (Default)‘ from the ‘Lock Type‘ list if you are going to make any changes to the recipient’s data directly from the group. However, here we will select ‘Read-Only‘ as the ‘Lock Type’. That means you will not be able to make any changes of the recipient’s data directly from the GroupMail group. If you want to edit the data, you will need to make the changes directly from the Microsoft Excel Spreadsheet. When you are using this lock type, please make sure you have closed down your linked worksheet before trying to view or send a message to this group.
Click on Ok to return to the ‘Create a New Group’ screen.
On the ‘Create a New Group’ screen, select our newly created Database Connection and click on “Next”.
‘Specify records using SQL’ will be selected by default. Click on ‘[SQL]‘ to enter a query.
Enter a query into the text box area. To specify a worksheet within this query, use the worksheet name followed by a dollar sign and surrounded by square brackets.
Select * from [Customers$]
Here, “Customers” is the name of the Worksheet required.
You can then press the ‘Check Syntax’ Button to ensure the syntax is correct.
Click Ok and Ok again to close the ‘Advanced SQL Query’ window and return to ‘Create a New Group’ screen.
Click on Next to proceed.
Select a worksheet column that contains the Email Address for the ‘Email field:‘ field and click.
Do the same for the ‘Date field:’ if one exists on your worksheet. Then press Next.
Finally specify a Group Name then press the ‘Create‘ Button.
Congratulations ! you now have your GroupMail Group linking to your Excel File. When you open this Group in GroupMail it will display all the recipients within your Excel File.
Points to Note :
- This option will allow the user to add new recipient(s) or edit data from the existing recipient(s) but due to the limitation of Microsoft Excel, this option will not support removal of recipient(s) i.e. If you want to delete recipient(s), you will need to delete directly from the Microsoft Excel Spreadsheet not from within GroupMail.
- If you would like to edit the Excel Spreadsheet within GroupMail, please make sure that you have used ‘Optimistic (Default)’ as the ‘Lock Type’
If you have any questions, or need any help contact the GroupMail Support Team.