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The process for creating a mail merge for a Microsoft Word document, i.e., a letter or a label is:

  • Selecting the mail merge method for a Word document
  • Selecting a Word template
  • Address precedence
  • Contact precedence
  • Document options.

Step 1: Selecting the mail merge method for a Word document

The first step of creating a mail merge is to select the method that will be used.

To select the mail merge method
  1. Find and select your contacts. See Finding and opening clients and contacts, or Finding and opening suppliers (AE).
  2. Click Mail merge wizard on the Tasks bar. The Mail Merge Wizard — Select the mail merge method window opens.

    If Microsoft Outlook is not running, a message will display on the screen. Outlook is only required for an email mail merge.
    Click OK to continue with a Microsoft Word mail merge.

  3. Select the Word document mail merge - create letter or label option.
  4. Click Next. The Mail Merge Wizard — Select a Word template for the letters or labels window opens ready for you to select the template.
  5. Proceed to "Step 2: Selecting a Word template".

Step 2: Selecting a Word template

In this stage of creating a mail merge, you select the template.

To select a Word template
  1. You must have selected the mail merge method in "Step 1: Selecting the mail merge method for a word document". The Mail Merge Wizard — Select the Word template for the letters or labels window is open.
  2. Select the template from the list that will be used for the mail merge.
  3. You can create a new template, if required, by clicking Add New Template. (AE) Alternatively, you can create a new template from the Documents tab – see Creating new document templates.
    Complete the creation of the template as you would normally.

    The templates in the Mail Merge Wizard are those located in the correct template directory as defined using the Maintenance > Maintenance Map (AO)Documents > Mailing Settings window. If you cannot see the template you require, refer to your system administrator. You also need to save this new template in the correct directory.

  4. To update a template, right-click a listed template and select Edit template.

  5. Click Next. The Mail Merge Wizard — Select the address to be used window opens ready for you to select the mailing address.
  6. Proceed to "Step 3: Address precedence".

Step 3: Address precedence

In this stage of creating a mail merge, you select the address types to be used and their order of use.

The system defaults to your primary address type which is usually Postal. This can be changed, if required, by selecting another available address which will become the first address in the list. This means that the system will use this address first. If this address does not exist for the client, then the system default address will be used, e.g. Postal.

You cannot remove the system default address.

You can add several address types to the Address list and the first address found for each client will be used.

To select address types
  1.  Select the address type required for the letters or labels in the Available panel.
  2. Click  to move the address type to the Selected panel. The default, Postal, is used for any contact that may not have another type of address selected as their mailing address. If a number of Available address types are Selected they can be ordered in the list using the up and down arrows.
  3. Click Next. The Mail Merge Wizard — Select the contact precedence window opens for you to select the Contact Precedence. Proceed to "Step 4: Contact precedence".

Step 4: Contact precedence

In this stage of creating a mail merge, you select the associated contact type to be used and the sequence. You can choose to send the Word document or email to a person at the company by using the contact precedence.

For example, to send a letter or email to a person at the company that has an association type of ‘has Mailing Contact’ or ‘has Director’, the system will address the letter or email to each contact that has this role (i.e., multiple letters or emails will be sent).

The system defaults to using the Main contact, who is the client selected from the Find Clients list. If you are not using mailing contact under Associations, leave the value as default and click Next to continue.

You can add several association types to the Contact list and the first association type found for each client will be used.

If no contacts are found with any of the selected association types, then the letter or email will be sent to the Main contact.

If you have selected an association at this Contact precedence stage, then the following merge fields are to be taken from the associated contact and not the main selected client:

  • <<AddresseeLine1>>
  • <<Salutation>>
  • <<AddresseeMailingName>>
  • <<AssociatedAddress>>
To select contact types
  1. Select the contact precedence required as the addressee from the Available panel.
  2. Click  to move the contact type 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…’
    If a number of Available contact precedence types are Selected they can be ordered in the list using the up and down arrows.

    The default Main is used for any contact that may not have a specific contact precedence selected.
    The typical value used here is “has Mailing Contact”, where the system will address the letter to a person at the company.

  3. Click Next. The Mail Merge Wizard — Document filing options window opens ready for you to select how you want the documents printed.

  4. Proceed to "Step 5: Document options".

Step 5: Document options

In this stage of creating a mail merge, you select how the document will be filed and what is included.

To select the document options (AO)
  1. Select the Document option:
    • Single document, separate pages
      This option creates only one Microsoft Word document with each client or contact letter starting on a new page. You must select a contact whose details will be recorded for this document. All documents will be saved against this Main selected contact.
      If you are creating an email, the Single document, separate pages option is disabled and cannot be selected.

    • Multiple documents This option creates multiple Microsoft Word documents, one for each selected client or contact in the Find Clients list. Each document will be saved with each contact’s profile in their Documents tab.
      If you are creating an email, the Multiple documents option is selected by default.

  2. If you have selected the Multiple documents option, enter a Description. The Description field is mandatory. This is required so that you can access the document once it is filed.
  3. Click Finish. One of the two following options will occur:
    • The mail merge documents open in Microsoft Word ready to be saved/printed and sent.
    • The mail merge email will be sent.
To select options if you have Windows Explorer view set for documents (AE)

The Windows Explorer view for documents is set from MaintenanceDocuments > Document Storage Settings where you select the Specify a documents folder for each client option.

  1. Select the Document option:
    • Single document, separate pages
      This option creates only one Microsoft Word document with each client or contact letter starting on a new page. You must select a contact whose details will be recorded for this document. All documents will be saved against this Main selected contact.
      If you are creating an email, the Single document, separate pages option is disabled and cannot be selected.
    • Multiple documents 
      This option creates multiple Microsoft Word documents, one for each selected client or contact in the Find Clients list. Each document will be saved with each contact’s profile in their Documents tab.
      If you are creating an email, the Multiple documents option is selected by default.
  2. If you have selected the Multiple documents option, enter a Description. The Description field is mandatory. This is required so that you can access the document once it is filed.
  3. Click Finish. One of the two following options will occur:
    • The mail merge documents open in Microsoft Word ready to be saved/printed and sent.
    • The mail merge email will be sent.
To select options if you have List view set for documents (AE)

The List view for documents is set from MaintenanceDocuments > Document Storage Settings where you select the Create links to individual documents option.

  1. Select the Document and Other Information options:
    • Single document, separate pages
      This option creates only one Microsoft Word document with each client or contact letter starting on a new page. You must select a contact whose details will be recorded for this document. All documents will be saved against this Main selected contact.
      If you are creating an email, the Single document, separate pages option is disabled and cannot be selected.
    • Multiple documents
      This option creates multiple Microsoft Word documents, one for each selected client or contact in the Find Clients list. Each document will be saved with each contact’s profile in their Documents tab.
  2. If Multiple documents is selected, the Add to document history option is selected by default. Enter a meaningful Description

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

    If you are creating an email, the Multiple documents and Add to document history options are selected by default. The Description field defaults to the Email subject entered in Email details. The Description field can be edited, if required. The Description field is mandatory.

  3. Click Finish. One of the two following options will occur:
    • The mail merge documents open in Microsoft Word ready to be saved/printed and sent.
    • The mail merge email will be sent.