Mail Merge

Updated: 08/15/2022
Article #: 88


Mail Merge

A tool that allows the user to generate letters for many customers simultaneously using dynamic customer-specific information called Merge Fields. 

  • Mail Merge involves three steps: Selection, Editing, and Letter Generation.

Selection

Selection determines which customers will receive the letter.



There are two options for selection:

  • Mail Merge Simple - Uses the Customer List to select, save, or load specific customer layouts. Apply filters from the many customer marker tabs and select 'Search' to preview records once all filters meet the specified parameters for the Mail Merge. Click 'Submit' to accept the selection and move on to creating Letters.


Under the 'Save/Load' tab, users have the option to save their selected layout or load a previously saved layout to save time.



  • Mail Merge Advanced - is a Query Builder interface, which allows advanced users to create extremely precise selections.


Editing

Once the selection is finalized, select a Letter template to generate the letters.

  • Click 'Generate' to open the Letter Editor. Templates can also be edited and created from this screen.


  • Make any final edits to the Letter.
  • To preview the customer data that will be inserted into the letter, click the 'Mail Merge' tab and click the 'Previous Record' and 'Next Record' buttons.
  • To edit or add any new Merge Fields (fields that will automatically insert customer data), click 'Insert Merge Field,' and select the appropriate field.
See Letters for more information.

Letter Generation

When editing is complete, click the “Mail Merge” button on the Mail Merge tab to begin generating letters.

  • Accu-Trax will create a .docx document (Microsoft Word document) with the Letter for each selected customer.
  • This process can take some time to complete, especially for a large number of customers.



  • After saving the .docx file locally, Accu-Trax will populate the Mail Merge Options window.
    • Choose whether to save the Letter as a Customer Contact, send the Letter as an email (requires a valid email address), or both, then select 'Create'.
    • The .docx file can also be opened and printed locally.
    • If emailing the Letters, an option will appear Print Remaining that will generate a PDF Letter for each customer that did not receive the email.






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