Creating Mail Merges

Once you have created a Document Template, the procedure for creating a mail merge is as follows:

Select Mail Merge from the Edit menu in Contact mode. The mail merge dialog box will appear:

Mail Merge dialog box

Select a Contact Group that you want to mail( for more information on Contact Groups contact Sareen Software and request the Creating Contact Groups document). Select Mail Companies and/or Mail Contacts depending upon whether or not you wish to mail either or both companies and contacts in the selected contact group. Select Mail Contacts to mail to both the contact and company and Mail Companies to mail just the company .

Select the Document template required, enter a subject (or leave blank to get the Document template name as the default subject) and choose whether or not to add the mail merge as a single conversation. You can add the mail merge as a single conversation by selecting the Add Conversation for Mail Merge check box. Additionally you can add the generated mail merge file as an attachment to the conversation by checking the Attach Mail merge File check box. If the generated file is not added as a conversation attachment, OfficeTalk will not record the generated file anywhere else. OfficeTalk also lets you create a conversation for each recipient of the mail merge. You can also choose whether or not you wish to attach the generated document and/or the original template file by checking either or both the Attach document template and Attach mail merge file check boxes.

Press OK. This will generate the mail merge as a single document and will load it into the relevant word processor. If you did not select to attach the generated mail merge file as an attachment to the conversation, OfficeTalk will ask you if you wish to save the file or discard it, after it has been loaded into the word processor. See Note

Index Automatically Creating Conversations