To set up and use mass mail merge in AccountMate, perform the following steps:

Transcription

1 Article # 1133 Technical Note: How to Perform Mass Mail Merge Difficulty Level: Intermediate Level AccountMate User Version(s) Affected: AccountMate 7 for SQL, Express and LAN AccountMate 6.5 for SQL, MSDE and LAN Module(s) Affected: CM Posting Date: 03/24/2010 Description The AccountMate Mail Merge feature is a valuable tool that can be used to expedite the process of creating customer letters, envelopes, labels, or a directory-style listing of customers. AccountMate integrates the Mail Merge functionality present in Microsoft Word version 7 and newer; thus providing a single document with a custom address for each recipient. The system also gives you options to print a merged document for an individual, batch or predefined filtered customers. This Technical Note discusses the steps necessary for merging a Word document with the AccountMate database and provides, as an example, the procedure for setting up a merged collection letter. Solution To set up and use mass mail merge in AccountMate, perform the following steps: 1. Create the Word document into which you will insert data from the AccountMate data. 2. Access the Mail Merge Letter function in the Maintenance menu of the AccountMate Contact Manager module. 3. Enter in the File Name field the Word document file name and its directory path where the Word document in which you want to insert the merge fields is located, Refer to Figure 1. Important Note: Be sure that the directory path and the file name you enter do not exceed 40 characters.

2 Figure 1 - Mail Merge Letter Window 4. Click the OK button in the Mail Merge Letter window to display the document; then, insert any of the following: 4.1. To insert an address block, perform the following steps: Place the cursor in the document at the point where you want to insert the address block; then, click the Insert Address Block icon in the Word document to display the Insert Address Block window. Refer to Figure Figure 2 - Microsoft Word Screen Click the Match Fields button in the Insert Address Block window to display the Match Fields window and match the desired Word address components with the database fields. Refer to Figure 3.

3 Figure 3 - Match Fields Window Click the OK button in the Match Fields window; then, the OK button in the Insert Address Block window. The system will automatically insert "««AddressBlock»»" in the Word document To insert a merge field in the document, perform the following steps: With the document open, place the cursor at the location where you want to merge the information; then, click the Insert Merge Fields icon to display the corresponding window. Refer to Figure 4.

4 Figure 4 - Microsoft Word Screen Highlight in the list the database field that you want to insert in the Word document. Click the Insert button; then, the Close button. Refer to Figure 5. Figure 5 - Insert Merge Field Window

5 The system will automatically insert "««xxx»»" in the Word document, depending on your chosen database field Save and close word document. 5. To print a merged document for a particular customer or by batch, perform the following steps: 5.1. Access the Contact function in the Transaction menu; then, choose a particular customer. Click the Letter button to display the Mail Merge window. Refer to Figure 6. Figure 6 - Contact File Window 5.2. To print the merged document, click the Print button in the Mail Merge window. The system displays the Open window to select the merged document file. Highlight the document; then, click the Select button. The system will automatically print the merged document. Refer to Figure 7.

6 Figure 7 - Mail Merge Window 5.3. To print the merged document as a batch, perform the following steps: Click the Batch button in the Mail Merge window. The system displays the Open window. Select the merged document file then click the Select button. Repeat steps 5.1 and 5.3 for each contact you want to include in the mail merge batch To choose the customers for whom you want to print the merged document, access the Mail Merge Batch function in the Reports menu. Click the list box button and choose the appropriate merge document file. You may click the Mark All button to print all customers listed in the Mail Merge Batch window or choose to print selected customers by manually marking each customer's checkbox; then, click the Print button. Refer to Figure 8.

7 Figure 8 - Mail Merge Batch Window 6. To print a merged document using a particular contact filter, access the Mass Mail Merge/ function in the Reports menu and perform the following steps in the Mass Mail Merge/ function window Enter in the Filter # field the filter number that you want to use to print the merged document; then, click the MS Word option in the Mail To area. For a detail discussion on the creation of contact filters refer to the User Manual. Refer to Figure 9.

8 Figure 9 - Mass Mail Merge Window 6.2. Click the Print button and the system displays the Open window. Select the merged document file then click the Select button. The system will then print the merged document. The steps presented in this Technical Note describe how AccountMate provides a simple, user-friendly and flexible way to create and print merged documents. Refer to the Microsoft Word Help function for more detail about Word's Mail Merge feature. This information is provided "AS IS" without warranty of any kind. AccountMate Software Corporation disclaims all warranties, either express or implied. In no event shall AccountMate Software Corporation be liable for any damages whatsoever including direct, indirect, incidental, consequential, loss of business profits, or special damages, even if AccountMate Software Corporation has been advised of the possibility of such damages. Copyright AccountMate Software Corporation. All rights reserved. Site Map Legal Notices and Terms of Use Privacy Statement Website Feedback