The Pr o f e s s i o n a l La n d l o r d Ho w To

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1 The Pr o f e s s i o n a l La n d l o r d Ho w To Providing Property Management Solutions for Over 25 Years Create and Print Mail Labels - Version 12 It is possible to create a merge file in Microsoft Word or Open Office to generate mail labels in a variety of formats and export address information from the Owner, Tenant and Vendor Letters function in PROMAS to fill in that merge document. When you set this up for the first time, you must 1) create a letter in PROMAS with the fields you want to export, 2) create the label document in Word or Open Office, 3) execute the mail merge in PROMAS, 4) create the Data Source in Word or Open Office, 5) enter the merge fields in the document and save. You are then ready to merge the data. After the first time, the process is easier because you don t have to create all the files, only the export document in PROMAS. Step by step instructions follow. There are instructions based on Microsoft Word If you are using another version of Word the procedure may differ slightly. If you do not have an understanding of Microsoft Mail Merge, in Word, type "Mail Merge" into the Microsoft Assistant or Microsoft Office Word Help. Read the Help to get a basic understanding of how it works. They have very detailed instructions for using mail merge. In the example below, we will walk through creating a master merge letter in PROMAS that can be used for all your mail merge labels in Microsoft Word. February 2011 Mail Merge Letter - 1 #714

2 FIRST TIME 1. In PROMAS, <<Mailings, Edit Letters>>, create a master label letter with all the address text substitutions available. The letter does not need to have formatting. It is simply identifying the fields for export. Double click each text substitution until they are all selected. The address substitution shown on the right will print the name and address in 3-4 lines. If you are just interested in doing mail labels, these are the only fields you need. 2. In Word, create the label document, without text substitutions or merge fields. a) Click Mailings, Labels. b) Chose the kind of labels you want to create and any other specifications regarding the labels. Click New Documents. You will see the document with grid lines on your screen. Mail Merge Letter - 2 #714

3 c) Save the document as a *.doc file. (Word document) d) Note where it is being saved so you can find it in Step In PROMAS, <<Mailings, (Owner, Tenant, Vendor) Letters>>, select Mailing Label letter you just created in PROMAS in step 1. Enter any selection criteria in the Restrict to or Limit to Category fields. 4. Compile letters. You are now on a Send Letters screen. You can further limit the list by marking or unmarking the Skip checkbox. 5. Click <Select Document>. An Open Word Document screen will display. 6. Choose the letter you created in Word in step 2 by highlighting and clicking <Open>. IF you don't see it, you may have saved it as a *.docx file. Mail Merge Letter - 3 #714

4 7. Click <Execute Mail Merge>. Word will come up with letter you selected in step 6. Or close Word and reopen it in a new document. 8. In Word, click on Mailings, Start Mail Merge. 9. Click on Step by Step Mail Merge Wizard. 10. On the Mail Merge bar on the right, click on Labels, then Next. 11. Click on Labels, then Next. 12. Click <OK>. Property Management Software-PROMAS Home page Rental Property Software-PROMAS Home page Mail Merge Letter - 4 #714

5 If error message displays, click <OK>. 13. Click Browse to find the file from PROMAS. Browse to the Folder from Step 2c where your Word document resides. 14. Click on dropdown box and choose All Files so you can see the *.AML file. Highlight it and click Open. *** Be sure you choose the *.AML file, not the *.ASC file.*** 15. The Header Record Delimiters screen comes up. As Record Delimiter choose. 16. A Mail Merge Recipients list displays with the recipients based on your parameters. Click <OK>. Mail Merge Letter - 5 #714

6 17. You have the option to edit the list of recipients at this point. When finished click <OK>. 18. Click on <Insert Merge Field>. Choose the address you are trying to print labels for. 19. Merge field will display on first label. Click on <Update all labels>. Mail Merge Letter - 6 #714

7 20. Merge field will then display in all labels. 21. Click <Preview> to see the labels. If the addresses do not display like below, you may have chosen the wrong merge file in Step 14. Go back to that step and try again. Property Management Software-PROMAS Home page Rental Property Software-PROMAS Home page Mail Merge Letter - 7 #714