To merge an e-mail letter for a single customer using the Letter System (Office 97, 2000)
To ensure the letter is delivered by e-mail, verify the E-mail field is populated on the Manage customers window.
Note: When using the Letter System, you will need to close any other instances of MS Word that you may have open.
- Open your e-mail program.
- From Customers, select Manage customers to open the Customer Portfolio.
- Find or insert a customer record.
- Open the Membership Standard Letters window:
- Select the Letters tab, and click New Letter to open the Membership Standard Letters window.
- From Customers, select Generate reports, select Letters from the Report Types list, and select Letter System to open the Membership Standard Letters window.
- Select the letter template to merge.
- Click Merge to open the Membership Standard Letters window.
- Enable the Create Activity records with merge option to create the LETTER activity.
- Enable the Create EMAIL Activities with merge option to create the EMAIL activity for each customer record.
- Enable the Include Bad Addresses with merge option to include in the merge, those addresses with an invalid status.
Note: An activity is automatically created for a merge completed on the Letters tab (from Customers, select Manage customers, select a customer, select the Letters tab, select Letter System, and select Merge).
- Click Continue. The template opens in MS Word with the text and merge fields displayed.
- In MS Word, select Merge on the toolbar to open the Merge window.
- Select Electronic mail from the drop-down list under Merge to.
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.
- Select Setup to open the Merge to Setup window.
- Select NameEMAIL from the drop-down list for Data field with Mail/Fax address.
- (Optional) Enter a Mail message subject line.
- (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 disable, the letter will not be formatted.
- Click OK.
- Select Merge.
Note: If you are using MS Outlook 2000 (SR-1) to complete an email merge, warning messages are displayed for each customer record that is being merged. Click Yes on both message boxes.
- Close the Form Letters window.
- Close the template (.DOT) file.