Mail Merge Documents

If the need arises where you have to print out (in hardcopy form) correspondence and/or mailing labels, the Mail Merge function is available.

 

There are two (2) main parts to using the Mail Merge function:

 

 

 

 

PART 1: Create And Define A Mail Merge Document

 

The document template used for a Mail Merge must first be created in your word processor. The file needs to be a Microsoft Word .doc compatible file. (You will need to consult the documentation for your word processing program to learn exactly how to create the Mail Merge template as each word processing program is a little different).

 

In general, most word processing programs follow these basic steps:  You create a new document, for example a letter or mailing label document.  Then, you add the fields you want pulled from the system into the document. Adding a field is usually done with an Insert Field command (unfortunately, you cannot simply type the field names on the page, they need to be inserted with some type of Insert Field command).  For example, in Microsoft Word, on the Insert Menu, there is a menu option called 'Field...'.  After selecting this command, Word displays a dialog box with several options which allow you to specify that the field you are going to insert will be a Mail Merge field. (Again, you may need to consult the specific directions for your word processor).

 

The important thing you must remember is that the names of the fields you insert must match the database field names used by our system.

 

Here is a list of the most common fields used for Mail Merge:

 

Field name as displayed in the System:

The name of the database field you need to Insert:

Account Name

ACCTNAME

Contact Name

CONTACTNAME

First Name

FIRSTNAME

Last Name

LASTNAME

Title

TITLE

Department

DEPARTMENT

Business Address Line 1

BADDRESS1

Business Address Line 2

BADDRESS2

Business Address Line 3

BADDRESS3

Business City

BCITY

Business State or Province

BSTATEPROV

Business Zip Code or Postal Code

BPOSTALCODE

Business Country

BCOUNTRY

Source

SOURCE

Email Address

EMAIL

Account Type

TYPE

Account Sub Type

SUBTYPE

Industry

INDUSTRY

Industry Sub Type

INDUSTRYSUBTYPE

 

You can also use the USER fields in a Mail Merge too. They are the fields that contain your information from the settings in the MySettings area and from your user profile.

 

Field name as displayed in the MySettings Area:

The name of the database field you need to Insert:

Email

USEREMAIL

Company

USERCOMPANY

Title

USERTITLE

Dept

USERDEPT

Phone

USERPHONE

Fax

USERFAX

Mobile

USERMOBILE

URL

USERURL

Address Line 1

USERADDRESS1

Address Line 2

USERADDRESS2

City

USERCITY

State

USERSTATEPROV

Zip/Postal

USERPOSTAL

 

Field name as displayed in the User section in the Setup Area:

The name of the database field you need to Insert:

First Name

USERFIRSTNAME

Last Name

USERLASTNAME

 

 

CONTACTNAME will display the contact's name in the system format: Last Name, First Name. You can use the FIRSTNAME and LASTNAME fields if you wish to control how the name is displayed in your document.  

 

To insert custom fields into your document, be sure that the field name you insert contains the UDF_ prefix. (Just as when you add custom fields to your display pages in the system - but you do NOT need to add the percent signs).  

 

If you insert a field into your document, then later discover that you misspelled the field, be sure to either remove the field and insert it again with the Insert Field command from your word processor, or turn On the 'field codes' view in order to edit the field name properly. (In Word the field codes view can be toggle with ALT-F9).

 

If you are doing mail labels, and there is more than one (1) label to a page, be sure you remember to also insert a 'Next' record field on the 2nd record (and all subsequent records), or you will get a page where all the labels are addressed to the same contact.

 

 

The example below shows how your fields would look in Microsoft Word (with field code view turned Off) for mailing labels:

 

«FirstName» «LastName»

«Title»

«AcctName»

«BAddress1»

«BAddress2»

«BCity», «BStateProv» «BPostalCode»

 

«FirstName» «LastName»

«Title»

«AcctName»

«BAddress1»

«BAddress2»

«BCity», «BStateProv» «BPostalCode»

 

 

The example below shows how the same fields would look in Microsoft Word with field code view turned On:

 

{ MERGEFIELD FirstName \* MERGEFORMAT }

{ MERGEFIELD LastName \* MERGEFORMAT }

{ MERGEFIELD Title \* MERGEFORMAT }

{ MERGEFIELD AcctName \* MERGEFORMAT }

{ MERGEFIELD BAddress1 \* MERGEFORMAT }

{ MERGEFIELD BAddress2 \* MERGEFORMAT }

{ MERGEFIELD BCity \* MERGEFORMAT }

{ MERGEFIELD BStateProv \* MERGEFORMAT }

{ MERGEFIELD BPostalCode \* MERGEFORMAT }

 

{ NEXT \* MERGEFORMAT }

{ MERGEFIELD FirstName \* MERGEFORMAT }

{ MERGEFIELD LastName \* MERGEFORMAT }

{ MERGEFIELD Title \* MERGEFORMAT }

{ MERGEFIELD AcctName \* MERGEFORMAT }

{ MERGEFIELD BAddress1 \* MERGEFORMAT }

{ MERGEFIELD BAddress2 \* MERGEFORMAT }

{ MERGEFIELD BCity \* MERGEFORMAT }

{ MERGEFIELD BStateProv \* MERGEFORMAT }

{ MERGEFIELD BPostalCode \* MERGEFORMAT }

 

Note how there is a 'Next' field insert on the second label section, this is needed to instruct the Mail Merge function that it should move to the next data record in your contact list.

 

After you have completed inserting your fields into your document. You can then save the document and then upload it to the system. You can upload (ADD) the document using either the Library function located in the top row of the system window, or you can use the Mail Merge Docs menu option in the Setup area.

 

 

 

The description of the document file will now appear whenever you use the Mail Merge function.

 

 

PART 2: Perform the Mail Merge

 

The Mail Merge function is available on both a Contact Detail screen (use this method if you just want one (1) specific contact used in a Mail Merge) and the Mail Merge function is also available on the Contact View (use this method if you want to create a Mail Merge with multiple contacts. All the contacts in the current contact view will be used, so use the Filter link to define the set of contacts you want in the list before using the Mail Merge function).

 

From A Contact View

When your Contact View has been setup, you are ready to use the Mail Merge link. The Mail Merge link is located just above the Contact listings, and is next to the Email All function.

 

Click on the Mail Merge link:

 

From The Contact Detail Screen

Select the specific contact you want to Mail Merge. When the Detail screen for the contact is displayed, click on the Mail Merge link located in the top row of the detail screen:

 

 

The system will next display a pop-up window for the Mail Merge function:

 

 

Click the drop down list box arrow to display the available Mail Merge Documents stored in your database:

 

In the above example, there is a mail merge document called SJMailingLabelsDemo.doc. Just select the name of the document you wish to use, then click the Merge button. The system will then begin extracting the database values and build the mail merge document.

 

After the system creates the mail merge document, you will be given the option to either 'Save' the document to a file on your computer, or 'Open' it using your word processor. You can then load and view your mail merge document, then print it from your word processor.