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To mass merge an e-mail letter (Office 97, 2000)

To ensure all letters are delivered by e-mail, verify the E-mail field for each customer is populated on the Manage customers window.

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

  1. Open your e-mail program.
  2. From Customers, select Manage customers.
  3. Select the Letters tab.
  4. Click New Letter to open the Membership Standard Letters window.
  5. Select the letter to merge.
  6. Click Merge to open the Membership Standard Letters window.
  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.

    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 customer records with addresses that are marked with a bad address status.
  10. Click Continue to open the Member/Contact Selections window.
  11. Mark your selections, and click OK to open the Activity generator window.
  12. Click Yes to process the activities and open MS Word. Clicking No will not process the activities, but it will open MS Word to continue with the merge.
  13. The template opens in MS Word with the text and merged fields displayed.
  14. In MS Word, click Merge on the toolbar to open the Merge window.
  15. In the Merge to drop-down list, select Electronic mail.

    Note: MS Word allows blank lines to print even with the Don't print blank lines when data fields are empty option enabled on the Merge window.

  16. Click Setup. The Merge to Setup window opens.
  17. Select NameEMAIL from the drop-down list for Data field with Mail/Fax address.
  18. (Optional) Enter a Mail message subject line.
  19. (Optional) Enable the Send document as an attachment option. Enabling this option saves the formatting of the letter when it is sent as attachment. If this option is disabled, the letter will not be formatted.
  20. Click OK.
  21. Click Merge.

    Note: If you are using MS Outlook 2000 (SR-1) to complete an email merge, you will see two messages appear. The first asks whether you want to allow a program to access e-mail addresses you have stored in Outlook. The second asks whether you want to allow a program to send e-mail on your behalf. Click Yes for both messages.

  22. Close the Form Letters window.
  23. Close the template (.DOC) file.

See Also

Using the MS Word Letter System for Letter Reports

Authorization for the Letter System

To use the Letter System from the Reports menu

To specify a shared folder for MS Word templates

To create a new letter template

To edit a letter template

To add additional fields to a template

To format letter merge data with field switches

To change the sort order of letters created using the Letter System

To mass merge a letter

To mass merge an e-mail letter (Office XP)

To delete a letter

To view a letter or e-mail activity

Troubleshooting the Letter System

To disable the Letter System


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