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

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 Generate reports.
  3. Select Letters from the Report Types list.
  4. Click Letter System 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.

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

  13. In MS Word, select the Merge to E-mail icon on the toolbar to open the Merge to E-mail window.
  14. Select NameEMAIL from the To drop-down list.
  15. (Optional) Enter a Subject line.
  16. Select the Mail format drop-down list, and select the appropriate format.

    Note: If you select the Attachment format or the Plain Text format, two message prompts will display for each record that is being merged. Click Yes for each prompt. The message prompts will not display if you select the HTML format.

  17. Click OK to display the letters.
  18. Close the Form Letters window.
  19. 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 97, 2000)

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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