How to create a mail merge

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    A powerful 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 personally address the letter to each recipient directly from the database.

    Mail merges are quick and simple using the Mail Merge wizard feature.


    To create a mail merge:

    1. Click the Contacts button File:dirname/pm/020_Contacts+and+Clients/090_How+to.../020_How+to+create+a+mail+merge/Contact_button_on_main_toolbar_SMALL.gif or Clients button File:dirname/pm/020_Contacts+and+Clients/090_How+to.../020_How+to+create+a+mail+merge/client_button_on_main_toolbar_SMALL.gif on the toolbar.
      The Find Contacts or Find Clients page appears.

    2. Use the Search for field to type the search criteria for the required contacts or clients, selecting the appropriate search option from the list box.

      The options in the list box at the top of the Find page are:

      • New search
        clears any search results currently listed and performs a new search on the criteria you enter.

      • Append to search
        keeps any search results currently displayed and adds records from a new search to the current records.

      • New search from reports
        this allows you to search through information in specific reports instead of the database.

      • New search from lists
        this allows you to select from a list of saved searches to search through, rather than the whole database.

    1. Click the Search button.
      Those records that match your search criteria appears.


    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 click the Save list option on the Task Bar. 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. Select the check box to the left of those contacts you want to include in the mail merge. Only those selected records will be included.


    You can also refine a list by removing any contacts you don't want included in the mail merge. Just select the check box for contacts you want removed, and then select the Remove ticked option on the Task Bar.

    1. Click Mail merge wizard on the Task Bar.
      The Mail Merge WizardStage 1 window appears.

    2. Click the template to be used for the mail merge. You can create a new template if required by clicking on the Add a new template button, File:dirname/pm/020_Contacts+and+Clients/090_How+to.../020_How+to+create+a+mail+merge/Add_a_new_template.gif to open Word.


    The templates that are available in the mail merge wizard are those that are located in the correct template directory as defined via the Maintenance>System>Document Creation Settings window. If you cannot see a template you require in the wizard, you will need to check with your system administrator where the correct template path is and make sure the required template is in that location. You can create new mail merge templates from within the first step of the wizard if the template you require does not exist. You will also need to save this into the correct directory.

    1. Click Next.
      Mail Merge Wizard — Stage 2
      window is displayed to select the mailing address.

    2. Move the address type required for the letters from the Available panel to the Selected panel. Business is the default.


    The default Business is used for any contact that may not have another type of address selected as their mailing address.

    1. Click Next.
      Mail Merge Wizard — Stage 3
      window is displayed to select the Contact Precedence.

    2. 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...'.


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

    1. Click Next.
      Mail Merge Wizard — Stage 4
      is displayed to select how your want the documents printed.

    2. Select the Document options and History options.

      History options is only used when Multiple documents in the Document options is selected.

      The check box appears selected by default.

      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 each contact's profile in their Documents tab.

    3. If you chose Multiple documents, select the Add to document history check box and enter a description in the Description field. The description identifies what the document was for when added to the contact's Document tab.

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

    Related Topics

    Mail Merge

    The Find page and window

    How to find a contact or client record

    How to view the documents attached to an assignment, contact, client or supplier

    Address Maintenance

    How to add an address for a contact or client

    How to add an association to a contact or client

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