Creating a mail merge

Last modified 07:45, 24 Apr 2017

Overview

A mail merge wizard allows you to use data stored in the database to create letters to send to clients.
Using Microsoft Word templates you can generate multiple copies of the same letter and address the letter to each recipient directly from the database.

Create a mail merge

  1. Click  clients button.png or  contacts button.png on the toolbar.

  2. On the Find Client or Find Contact window, enter criteria in the search for field.png field and select a search option.

  1. Click the search.png button to search for Clients or Contacts.

  2. On the results list, select the check boxes checked box.png for the contacts you want to include in the mail merge.

Note

To remove any contacts you do not want in the mail merge untick the check box,
or select the check box for contacts you want removed, and click Actions > Remove Ticked on the Task Bar.
actions - remove ticked.png

You can save the selected Clients or Contacts list by clicking Lists > Save lists - save.png option on the Task Bar.
In the Save List window you can enter a name for the list, for example 'Golf Invite Clients'.

save list window.png

To open a saved list click Lists > Open lists - open.png and select the list to use to make the mail merge process quicker.

select list window.png
  1. On the Task Bar, click the mail email merge.png button.

  2. The Mail Merge Wizard appears.

    mail merge wizard stage 1.png

  3. In the Mail Merge Wizard - Stage 1 window select the desired output to be used for the mail merge.  Click Next.

NOTE

The templates available in the mail merge wizard are located in the directory defined in the Maintenance > Documents > Mailing Settings window. If the template you want is not available in the wizard, ask your system administrator for the correct template path and make sure the template is in that location. If the template you want does not exist, you can create a new mail merge template from within the second stage of the wizard. You will need to save the new template in the defined directory.
  1. In the Mail Merge Wizard - Stage 2 window, you can create a new template if required by clicking the add new template.png button to open Microsoft Word. Highlight a template from the list to select it. Click Next.

    mail merge wizard stage 2.png

  2. In the Mail Merge Wizard - Stage 3 window, use the forward and backward arrows to move addresses between the Available and Selected areas. Specify alternate addresses if the preferred address is not populated for a particular client.
    Use the downward and upward arrows to rearrange the Selected items. The uppermost item has precedence. Click Next.

    mail merge wizard stage 3.png

NOTE

The default address type, Business, is used for any contact that may not have another type of address selected as their mailing address.
  1. In the Mail Merge Wizard - Stage 4 window, the contact precedence step allows you to specify who the mail will be addressed to. You can select from any one or more of the Available relationships.
    Use the downward and upward arrows to rearrange the Selected items. The uppermost item has precedence. Click Next.

    mail merge wizard stage 4.png 

NOTE

The contact types available for selection are those defined as Relationship Types under the Associated tab, for example 'Has director...' or 'Has wife...'.

The default, Main, is used for any contact that may not have a specific contact precedence selected.
  1. In the Mail Merge Wizard - Stage 5 window tick the checkboxes to confirm your selection of the clients you want the mail merge for.

    mail merge wizard stage 5.png

  2. In the Mail Merge Wizard - Stage 6 choose to save the output as a single document, or as multiple documents.  
    Click Finish. The mail merge document or documents opens in Word so that you can print and send the documents.

    mail merge wizard stage 6.png

  • Single document, separate pages prints one Word document file with each new letter on a new page.
  • Multiple documents, prints one Word document per letter. Tick the 'Add to CCH Document Management' check box and enter a Description. It allows you to save each letter with a contact's profile in their Documents tab.
  • History options, are only used when you have selected Multiple documents in the Document options. The check box appears selected by default.
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