Creating a mail merge

Last modified 12:52, 23 Oct 2014

Overview

A powerful mail merge wizard allows you to use data stored in the database to create letters or emails 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 Contacts  File:dirname/central/040_Contacts+and+Clients/170_How+to.../140_How+to+create+a+mail+merge/bttn_contacts.gif or Clients  File:dirname/central/040_Contacts+and+Clients/170_How+to.../140_How+to+create+a+mail+merge/bttn_clients.gif on the toolbar.

  2. On the Find Contact or Find Client window, enter criteria in the Search for field and select an appropriate search option.

  1. Click Search.

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

TIPs

To remove any contacts you don't want in the mail merge, select the check box for contacts you want removed, and then click  Remove ticked on the  Task Bar.
Once you have searched for the contacts or clients you want and have listed them in the Find Contacts or Find Clients page, you can save the list by clicking the Save list option on the Task Bar. In  the Save List  window opens where you can enter a name for the list of contact or clients you selected, for example 'Golf Invite Clients'. Next time you can just click the Open a list option and select an appropriate list to use to make the mail merge process even quicker.
  1. On the Task Bar, click Mail merge wizard.

  2. On the Mail  Merge Wizard — Stage 1 window click the template to be used for the mail merge. You can create a new template if required by clicking Add a new template File:dirname/central/040_Contacts+and+Clients/170_How+to.../140_How+to+create+a+mail+merge/icon_add_temp.gif to open Microsoft Word.

NOTE

The templates available in the mail merge wizard are located in the directory defined in the Maintenance > System > Document Creation Settings window. If the template you want is not avaliable 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 first step of the wizard. You will need to save the new template in the defined directory.
  1. Click Next.

  2. In the Mail Merge Wizard — Stage 2 window, move the address type required for the letters from the Available panel to the Selected panel. Business is the default address type.

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. Click Next.

  2. On the Mail Merge Wizard — Stage 3 window, move the contact precedence required as the addressee from the Available panel to the Selected panel.

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

NOTE

The default Main is used for any contact that may not have a specific contact precedence selected.
  1. Click Next.

  2. In the Mail Merge Wizard — Stage 4 window select the Document options and History options.

  • 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. 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.
  1. If you have chosen Multiple documents, select the Add to document history check box and enter a Description. This description identifies the document when it is added to the contact's Document tab.

  2. Click Finish. The mail merge document or documents opens in Word so that you can print and send the documents.

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