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Mass Email Tool Guide - Downloading and Opening the Tool

This document describes the process of downloading and opening the Mass Email Tool.

The Mass Email Tool consists of a Microsoft Excel worksheet and Microsoft Word memo document saved together in a compressed folder. The files contained within the Mass Email Tool have built-in macros (pre-programmed processes that run within Microsoft Office files) that accomplish various tasks. To make sure you always have the most up-to-date version of the tool, we recommend you download a new copy of the tool for each new project you begin.

Note: the Mass Email Tool does not currently work in macOS due to macOS's security restrictions.

Files

Download UW-Madison Mass Email Tool (activated version) 
The activated version of the Mass Email Tool sends emails and is intended for real world applications.

Download UW-Madison Mass Email Tool (practice version) 
The practice version of the Mass Email Tool does not send emails and is intended to allow users to practice the Mass Email Tool process without worrying about accidentally emailing people.

Process

Open the compressed folder if it doesn't open automatically. Windows should display a special Extract section in the top bar. Within the Compressed Folder Tools section, select the Extract all button.

Screenshot of compressed folder in Windows File Explorer with Extract all button highlighted with red rectangle
Mass Email Tool compressed folder in Windows File Explorer
Select image to enlarge - image will open in new tab

By default, Windows will extract the files to the same folder where the compressed folder is. We recommend creating a dedicated folder where you can keep all the files for your project. Click the Browse... button to open the file browser and select or create a new folder to extract the files into. Once you have selected the destination folder, select the Extract button.

Screenshot of Windows Extract dialog window with Browse button highlighted with red rectangle
Windows Extract dialog window showing Browse button
Select image to enlarge - image will open in new tab

Once the files have extracted, Windows will open the new folder to show you the contents. Verify that the files saved where you expected so you can find them later.

Screenshot of extracted files in new folder in Windows File Explorer
Mass Email Tool extracted files in new folder in Windows File Explorer
Select image to enlarge - image will open in new tab

The next document will explain the process of setting up the mail merge and email content and settings.



Keywordsevergreen, memo, mail merge, Microsoft, Excel, Word   Doc ID122556
OwnerCatharine D.GroupHR COP
Created2022-11-17 17:23:53Updated2024-07-16 11:37:11
SitesHR Communities of Practice
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