Is there any way to have outlook key off of who is on the recipient list and generate some default text in the body of the message?
Here’s the specifics; my wife has to send out meeting invites to colleagues across the globe inviting them to attend a teleconference. Her company uses one of these conferencing services, where the participants call into a number that is unique to my wife and enter a participant code. This allows the company to track where the conference and toll charges are coming from. Here’s the rub, there’s a different call in number for every country, and the participants vary from meeting to meeting based on the subject of the conference call.
So I thought it might be possible to create some way of opening a message or invite that would auto-generate a list of the necessary numbers that participants would need based on who was on the recipient list. If this can be automated it will be a huge boon for my wife to eliminate the tedious task of manually reviewing each invite to see where the participant are then cut and paste in that country’s call-in number.
I don’t have a reliable answer to your question (I suspect you would need to do some sort of mail merge but I am not sufficiently proficient to give instructions), but are there a great many countries involved in your teleconferences?
I have been in on a few international teleconferences, and the meeting organizer just listed a bunch of countries with the appropriate phone number for each at the end of the message. I seem to recall at least a half dozen countries and phone numbers, but since the list was at the end of the message it didn’t really clutter it up.
You might be out of luck, unless you know some VBA or CDO. I don’t think you can use Mail Merge on meeting invites, plus, mail merge would send each recipient an individual message.
Could she send a generic meeting invite, and then follow it up with a tailored message to each recipient? You could use mail merge to do that. That makes it easier for your wife, but the meeting attendees would have to keep track of a separate message for teleconference information…