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To merge a letter for a single customer using the Letter System

Note: When using the Letter System, you will need to close any other instances of MS Word that you may have open.

  1. From Customers, select Manage customers to open the Customer Portfolio.
  2. Find the customer's record.
  3. Select the Letters tab.
  4. Click New Letter to open the Membership Standard Letters window.
  5. Select the letter to merge from the Membership Standard Letters window.
  6. Click Merge and enable the activity options for your merge:
  7. Enable the Create Activity records with merge option to create the LETTER activity for each customer record.
  8. Enable the Create EMAIL Activities with merge option to create the EMAIL activity instead of the LETTER activity.

    Note: If you want to e-mail the letter to customers and create an email activity, you must enable both options. An EMAIL activity type must be defined in the database.

  9. Enable the Include Bad Addresses with merge option to include in your merge, those addresses that have an invalid status.
  10. Click Continue to open MS Word.

    The template opens in MS Word with the text and merge fields displayed.

    Note: An activity is automatically created for a merge completed on the Letters tab.

  11. Start the merge process:

    Office 97/2000

    • In MS Word, select Merge on the toolbar to open the Merge window.
    • Select All records or enter a range.
    • Click OK to display the letters.

      Note: A limitation in MS Word will allow blank lines to print even with Don't print blank lines when data fields are empty enabled on the Merge window.

    Office XP

    • In MS Word, select the Merge to New Document icon on the toolbar to open the Merge to New Document window.
    • Select All records or enter a range.
    • Click OK to display the letters.

    If you selected New document, the letters are shown.

  12. Print the form letter.
  13. Close the Form Letter window.
  14. Close the template (.DOC) file.

See Also

Creating Letters

To create a letter for a single customer using QuickLetter

To add system variables to a letter created using QuickLetter

To change a letter format in QuickLetter

To merge an e-mail letter for a single customer using the Letter System (Office 97, 2000)

To merge an e-mail letter for a single customer using the Letter System (Office XP)

To view a customer's letter activity record


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