Certified Course Curriculum

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1 Basic Mailings Training Guide CERTIFIED STUDENT CURRICULUM SAGE LEARNING SERVICES Certified Course Curriculum Software Version 9.0

2 NOTICE This document and the Sage Fundraising 50 software may be used only in accordance with the accompanying Sage Fundraising 50 End User License Agreement. You may not use, copy, modify, or transfer the Sage Fundraising 50 software or this documentation except as expressly provided in the license agreement. Visit our Web site at or call to learn about training classes that are added throughout the year. Information in this document is intended solely as general information with respect to common business issues and is not to be construed as professional advice. It is always best to consult a tax or accounting professional for all tax and account related questions. THE INFORMATION HEREIN IS PROVIDED AS IS AND ALL WARRANTIES ARE EXPRESSLY DISCLAIMED, INCLUDING BUT NOT LIMITED TO ANY WARRANTY: OF MERCHANTABILITY; OF FITNESS FOR ANY PARTICULAR PURPOSE; OF NON-INFRINGEMENT OF ANY PROPRIETARY RIGHT OF ANY THIRD PARTY IN ANY COUNTRY; OTHERWISE ARISING OUT OF ANY PRODUCT, PROPOSAL, SPECIFICATION OR SAMPLE; AND ANY WARRANTY THAT THE DOCUMENT IS ERROR FREE. No license, express, implied, by estoppel or otherwise, to any intellectual property right is granted by this document. Sage Software may make changes to the information in this document at any time, without notice. Recipient is solely responsible for assessing the suitability of the information and assumes all risk of use Sage. All rights reserved. Sage, the Sage logos, and the Sage product and service names mentioned herein are registered trademarks or trademarks of Sage, or its affiliated entities. All other trademarks are the property of their respective owners. 04/2012 TCSMFAPB/Version 9.x

3 Basic Mailings Mailings Learning Objectives Generating Thank You Letters Gift Letter Values Gift Acknowledgements Report Merge Template Merge Letters Acknowledged Stamp and Contact Cards Exercise: Create a Memorial Acknowledgement Generating Labels and Envelopes Mailing Labels Report Label Merge Template Labels Envelopes Report Envelope Merge Template Envelopes Using the Quick Features Quick Quick Merge Quick Print Checking Your Knowledge Sage Software, Inc. Student Curriculum 3

4 Basic Mailings 2012 Sage Software, Inc. Student Curriculum 4

5 Basic Training Guide Mailings Mailings Mailings play an important role in the cultivation process; thus, it is critical to understand how to generate labels, envelopes and thank you letters using Sage Fundraising 50. Proper knowledge can help you to effectively and efficiently perform this weekly, sometimes daily, task. This lesson describes in detail how to generate thank you letters as well as how to create labels and envelopes. In addition, you will discover alternate ways to create personalized letters, labels and envelopes utilizing Sage Fundraising 50 s quick features. These features enable you to easily send s, labels, envelopes, or customized letters to a group of constituents. Topics covered in this lesson are listed in the following table. Contents Generating Thank You Letters... page 6 Generating Labels and Envelopes... page 28 Using the Quick Features... page 39 Checking Your Knowledge... page 51 Learning Objectives Upon completion of this lesson, you will be able to: Generate gift acknowledgements Perform merges into Microsoft Word to create labels and envelopes Utilize Quick Utilize Quick Merge Utilize Quick Print 2012 Sage Student Curriculum 5

Mailings Sage Fundraising 50 Generating Thank You Letters Thank you letters enable you to communicate your appreciation for contributions given to your organization.

6 Mailings Sage Fundraising 50 Generating Thank You Letters Thank you letters enable you to communicate your appreciation for contributions given to your organization. Because sending thank you letters is a weekly--often daily--task, it is important that you learn how to perform this task effectively and efficiently using the tools available to you within Sage Fundraising 50. The entire process for generating gift acknowledgement letters includes the following steps: 1. Run the Gift Acknowledgements report. (FR50) This step creates the data file that is merged into your word processing application. The instructions and examples provided in this lesson uses Microsoft Word. 2. Create the mail merge template using a word processing application such as Microsoft Word. (MS Word) 3. Complete the merge process by generating the merge letters. (FR50 / MS Word) 4. Mark all gifts as acknowledged and add correspondence cards. (FR50) Gift Letter Values It is recommended that you use the Letter field in the Gift file to record the appropriate acknowledgement letter to send to the donor for his or her contribution. Let s say, for example, Mrs. Laura Walker sends a $100 contribution in memory of her sister. As a result, you need to send her an in memory of thank you letter. You can use the Letter field to indicate which type of thank you letter she should receive. This means you should have one entry per merge template you currently maintain. 6 Student Curriculum 2012 Sage

7 Basic Training Guide Mailings This helps you to efficiently select the appropriate gifts that you want merged into a selected template. To add new letter values: 1. On the Administration menu, click Table Maintenance. 2. In the Table list, type l or click Letter. 3. Click OK. 4. Click New. 5. In the Letter Name field, type a 20-character name for the letter, for example, In Honor Of TY. Names must be unique. 6. In the Abbreviation field, type a four-character alphanumeric code for the new value, for example, IHTY. Abbreviations must be unique. 7. In the Group field, type the group for the new value. Group is not a required field. FOR MORE INFORMATION: For additional details on adding new table values and the Group field, see Appendix B, Table Maintenance. 8. In the Status list, select the desired value. Active is selected by default. 9. In the Filename field, type the path or location of the merge template, for example, C:\Acknowledgment Letters (optional). 10. Select the Required Field check box to make Letter a required field during data entry (optional). 11. Click Save. 12. Click Close. 13. Click Cancel Sage Student Curriculum 7

8 Mailings Sage Fundraising 50 Gift Acknowledgements Report Gift Acknowledgements is a standard report used to produce thank you letters. This report creates a data file that includes contributions based on the report criteria. You can then merge the data into a word processing application such as Microsoft Word. TIP: You should determine the various types of acknowledgement letters that are needed by your organization, for example, standard thank you, major gift thank you, gift in-kind thank you, in honor of thank you, and so on. To run the Gift Acknowledgements report: 1. On the Navigator pane, click Reports. 2. Click Financial. 3. Under Standard Reports, click Gift Acknowledgements. 4. Click Setup. 5. Click Change Query. 8 Student Curriculum 2012 Sage

9 Basic Training Guide Mailings 6. Modify standard criteria according to your needs. An example is provided below. 7. Click OK. 8. Click the Sort tab. The Sort tab identifies how you want the data file sorted, for example, if Last Name and First Name are selected, Sage Fundraising 50 sorts alphabetically by last name then by first name. 9. Under Available Sort Fields, double-click Last Name and double-click First Name. 10. Click Run. 11. Under Output Options, click Merge Sage Student Curriculum 9

10 Mailings Sage Fundraising In the Merge Document Definition dialog box, click Create New Merge Document. Select Create New Merge Document to create a brand new merge document. Select Use Existing Merge Document to select and use an existing merge document. 13. Click OK. 14. In the Run Report dialog box, click OK. Once you click OK, Sage Fundraising 50 selects the appropriate gifts you want to acknowledge based on the criteria and then opens a blank document in your word processing application such as Microsoft Word. 10 Student Curriculum 2012 Sage

Basic Training Guide Mailings Merge Template Mail merge is defined as the process of producing a personalized letter for each recipient by combining a data file with a form letter created in a word

To create a new mail merge template: As mentioned above, Sage Fundraising 50 selects the appropriate gifts based on the criteria and opens a blank document in your word processing application such as

11 Basic Training Guide Mailings Merge Template Mail merge is defined as the process of producing a personalized letter for each recipient by combining a data file with a form letter created in a word processing application. This topic discusses how to create a new merge template using Microsoft Word. To create a new mail merge template: As mentioned above, Sage Fundraising 50 selects the appropriate gifts based on the criteria and opens a blank document in your word processing application such as Microsoft Word. You can begin to create your new merge template. 1. Double-click in the location where you want the date to appear. 2. On the Insert menu, click Date and Time. 3. Under Available formats, click the desired date format, for example, December 30, 20XX Sage Student Curriculum 11

Mailings Sage Fundraising 50 4. Select the Update automatically check box to have Microsoft Word automatically update the date with the current date when the template is opened. 5. Click OK. 6.

12 Mailings Sage Fundraising Select the Update automatically check box to have Microsoft Word automatically update the date with the current date when the template is opened. 5. Click OK. 6. Press ENTER four times. 7. On the Mail Merge toolbar, click Insert Merge Fields. 8. Double-click on the field(s) you want to add to the merge template or select the desired field(s) and click Insert. You can add all of the desired fields first--this includes name, address, and gift information--then add formatting and text to accelerate the template creation process. 12 Student Curriculum 2012 Sage

13 Basic Training Guide Mailings FOR MORE INFORMATION: For a comprehensive list of available merge fields, see Gift Acknowledgements in Sage Fundraising 50 Help. On the Help menu, click Contents and Index. In the Sage Fundraising 50 Help window, click Reports then click Financial Reports. Gift Acknowledgements is located under Financial Reports. When you double-click on a desired field, Microsoft Word adds the field to your letter. NOTE: You cannot use the SHIFT or CTRL functions to add multiple fields to the template. You must add all desired fields individually. 9. Once you add all of the desired fields, click Cancel to close the Insert Merge Field window. 10. Place the cursor between the merge fields and press ENTER to begin formatting your letter Sage Student Curriculum 13

14 Mailings Sage Fundraising 50 WARNING: Make sure you do not remove the brackets surrounding the merge fields. Think of the merge fields as placeholders. Once the data is merged into Microsoft Word, the merge field gets replaced by the actual data. For example, << Preferred_Name >> gets replaced with Mr. Troy Kincaid. You must manually type all desired text as you would a letter. This includes such formatting as adding a comma (,) between the city and state as well as adding two spaces between the state and zipcode. 11. After << Zipcode >>, press ENTER twice. 14 Student Curriculum 2012 Sage

15 Basic Training Guide Mailings 12. Type Dear and then press SPACEBAR in front of << Salutation >>. 13. After << Salutation >>, press COMMA (or COLON) and then press ENTER twice Sage Student Curriculum 15

Mailings Sage Fundraising 50 14. Type the text for the acknowledgement letter. 15. On the File menu, click Save As. 16.

16 Mailings Sage Fundraising Type the text for the acknowledgement letter. 15. On the File menu, click Save As. 16. Browse to the location where you want to save the merge template. 17. In the File name box, type the name for your new merge template. 16 Student Curriculum 2012 Sage

Basic Training Guide Mailings 18. Click Save. 19. Click to close Microsoft Word. To add additional merge fields: 1. Click in the desired location within your letter. 2.

17 Basic Training Guide Mailings 18. Click Save. 19. Click to close Microsoft Word. To add additional merge fields: 1. Click in the desired location within your letter. 2. On the Mail Merge toolbar, click Insert Merge Fields. 3. Double-click on the desired field or select the desired field and click Insert. 4. Click Cancel to close the Insert Merge Field window. 5. Add additional surrounding text or formatting (if applicable). 6. Repeat Step 1 through Step 5 to add additional merge fields. To change the format of a date field using Toggle Field Codes: The default format for the Gift Date field is MM/DD/YYYY, for example, 1/1/ The Toggle Field Codes command within Microsoft Word enables you to change the format of this field when you merge from Sage Fundraising 50 to Microsoft Word. 1. Open the Word merge template that contains the field you want to modify. 2. Right-click on the field you want to reformat, for example, <<GiftDate>>, and click Toggle Field Codes Sage Student Curriculum 17

18 Mailings Sage Fundraising At the insertion point (just to the left of the right bracket), type MMMM d, yyyy. 4. Right-click again on the merge field and click Update Field. 5. On the Mail Merge toolbar, click to preview the merged data. 6. On the File menu, click Save. To change the format of an amount field using Toggle Field Codes: The default format for the Gift Amount field is , for example, The amount does not include the dollar sign or the comma. The Toggle Field Codes command within Microsoft Word enables you to change the format of this field when you merge from Sage Fundraising 50 to Microsoft Word. The following steps describe how to reformat the amount so it incudes the dollar sign, comma, and two decimal places. 1. Open the Word merge template that contains the field you want to modify. 18 Student Curriculum 2012 Sage

19 Basic Training Guide Mailings 2. Right-click on the field you want to reformat, for example, <<GiftAmount>>, and click Toggle Field Codes. 3. At the insertion point (just to the left of the right bracket), type \# $, Right-click again on the merge field and click Update Field. 5. On the Mail Merge toolbar, click to preview the merged data. 6. On the File menu, click Save Sage Student Curriculum 19

20 Mailings Sage Fundraising 50 Available Merge Fields A list of the available merge fields provided with the Gift Acknowledgements report is included in the following table. ID Firstname Gift_Plus_Match Contact_Name Middlename Benefit_Quantity Contact_Title GiftDate Benefit_Cost Preferred_Name Added Benefit_Amount Additional_Name RecordType Deductible_Amount Address1 GiftAmount sequence Address2 Anonymous Solicitor_Name Address3 Tender Solicitor_ID Address4 Purpose Amount_Due City Fund_name Date_Due State Solicitation Letter_Name Zipcode Campaign acknowledged Country Benefit batch Salutation HM gift_table1 Code1 HonMem_Name gift_table2 Code2 HonMem_Lastname check_number Code3 Paid description1 Code4 Balance description2 Code5 Membership_Level receipt Code6 Membership_Status receipt_date Code7 Membership_Change recurring_end_date Lastname Membership_Renewal recurring_interval Suffix Fund_Comment recurring_status Prefix Match_Amount user_date 20 Student Curriculum 2012 Sage

Basic Training Guide Mailings Merge Letters Once you have created and saved the new merge template, you are now ready to merge the records into the merge template. To generate the merge letters: 1.

21 Basic Training Guide Mailings Merge Letters Once you have created and saved the new merge template, you are now ready to merge the records into the merge template. To generate the merge letters: 1. Verify that the report setup options are correct. 2. Click Run. 3. Under Output Options, click Merge. 4. In the Merge Document Definition dialog box, click Use Existing Merge Document. 5. Click. 6. In the Select Merge Document dialog box, locate and double-click the merge template you just created. 7. Click OK. 8. Click OK. Sage Fundraising 50 merges the selected records with the specified merge template. One letter per gift is generated. After you verify the letters are correct, run the report again to mark the gifts as acknowledged and to add the contact cards. TIP: It is recommended that you generate the merge letters first to verify the accuracy of the letters prior to marking the gifts as acknowledged and adding contact cards. 9. On the File menu, click Save As Sage Student Curriculum 21

22 Mailings Sage Fundraising In the Save As dialog box, browse to the folder where you want to save the final letters. 11. In the File name box, name the final letters, for example, BTY Click Save. TIP: As a best practice, it is recommended you save the final letters for future reference. 13. Click to close Microsoft Word. 14. On the report setup page in Sage Fundraising 50, click Save As. 15. In the Report Name box, type a short, concise name for the report, for example, Basic Thank You, and then press the TAB key. 16. In the Description box, type a detailed description. 17. Click OK. Acknowledged Stamp and Contact Cards Sage Fundraising 50 enables you to mark all gifts included in the report as acknowledged as well as record that an acknowledgement letter was sent to the donor on the Contact file. To mark gifts as acknowledged and to add contact cards: 1. On the report setup page in Sage Fundraising 50, click Run. 2. Select the Mark Gifts As Acknowledged check box. 3. Select the Add Contact Cards check box. a. Next to Type of Card, click Correspondence. b. In the Date field, enter the date the letters were mailed. c. In the Correspondence list, click the appropriate correspondence type, for example, Gift Acknowledgement. d. Click to link the final letters to the contact card. e. In the Select Microsoft Word Document dialog box, locate and doubleclick the final letters you just generated. f. Click OK. 4. Click OK. 22 Student Curriculum 2012 Sage

23 Basic Training Guide Mailings Exercise: Create a Memorial Acknowledgement Create a new merge template for memorial gifts added this week. To run the Gift Acknowledgements report: 1. On the Navigator pane, click Reports. 2. Click Financial. 3. Under Standard Reports, click Gift Acknowledgements. 4. Click Setup. 5. Click Change Query. 6. Right-click on Transaction Type is in the list of Gift, Pledge Payment, Recurring Gift and click Delete. 7. Right-click on Date Added is equal to Today and click Edit. 8. In the Operator list, click greater than or equal to. 9. In the Value box, click or type Start of this Fiscal Year (for this exercise specifically). You may need to extend the date out if no gifts are selected. 10. Click OK. 11. Click the Gift card. 12. Click Letter. 13. In the Operator list, click equal to. This is the default value. 14. In the Value list, click Memorial TY. 15. Click OK. 16. Click the Gift card. 17. Click Acknowledged. 18. Click to clear the Acknowledged check box. 19. Click OK. 20. Click OK to return to the report setup page. 21. Click Run. 22. Under Output Options, click Merge. 23. In the Merge Document Definition dialog box, click Create New Merge Document Sage Student Curriculum 23

24 Mailings Sage Fundraising Click OK. 25. In the Run Report dialog box, click OK. To create a new mail merge template: Sage Fundraising 50 selects the appropriate gifts based on the criteria and opens a blank document in your word processing application such as Microsoft Word. You can begin to create your new merge template. 1. Double-click in the location where you want the date to appear. 2. On the Insert menu, click Date and Time. 3. Under Available formats, click the desired date format, for example, December 30, 20XX. 4. Select the Update automatically check box to have Microsoft Word automatically update the date when the template is opened. 5. Click OK. 6. Press ENTER four times. 7. On the Mail Merge toolbar, click Insert Merge Fields. 8. Double-click on the following fields: Contact_Name, Contact_Title, Preferred_Name, Address1, Address2, Address3, Address4, City, State, Zipcode, Salutation, Giftdate, GiftAmount, Purpose and HonMem_Name. When you double-click on a desired field, Microsoft Word adds the field to your letter. NOTE: You cannot use the SHIFT or CTRL functions to add multiple fields to the template. You must add all desired fields individually. 9. Once you add all of the desired fields, click Cancel to close the Insert Merge Field window. 10. Place the cursor between the merge fields and press ENTER to begin formatting your letter. WARNING: Make sure you do not remove the brackets surrounding the merge fields. You must manually type all desired text as you would a letter. This includes such formatting as adding a comma (,) between the city and state as well as adding two spaces between the state and zipcode. 11. After << Zipcode >>, press ENTER twice. 12. In front of << Salutation >>, type Dear and then press SPACEBAR. 24 Student Curriculum 2012 Sage

25 Basic Training Guide Mailings 13. After << Salutation >>, press COMMA (or COLON) and then press ENTER twice. 14. Type the text for the acknowledgement letter. 15. Right-click on <<GiftDate>> and click Toggle Field Codes. 16. At the insertion point (just to the left of the right bracket), type MMMM d, yyyy. 17. Right-click again on the merge field and click Update Field. 18. Right-click on <<GiftAmount>> and click Toggle Field Codes. 19. At the insertion point (just to the left of the right bracket), type \# $, Right-click again on the merge field and click Update Field. 21. On the Mail Merge toolbar, click to preview the merged data. 22. On the File menu, click Save As. 23. Browse to the location where you want to save the merge template. 24. In the File name box, type the name for your new merge template. 25. Click Save. 26. Click to close Microsoft Word Sage Student Curriculum 25

26 Mailings Sage Fundraising 50 To generate the merge letters: 1. Verify that the report setup options are correct. 2. Click Run. 3. Under Output Options, click Merge. 4. In the Merge Document Definition dialog box, click Use Existing Merge Document. 5. Click. 6. In the Select Merge Document dialog box, locate and double-click the merge template you just created. 7. Click OK. 8. Click OK. 9. On the File menu, click Save As. 10. In the Save As dialog box, browse to the folder where you want to save the final letters. 11. In the File name box, name the final letters, for example, MTY Click Save. 13. Click to close Microsoft Word. 14. On the report setup page in Sage Fundraising 50, click Save As. 15. In the Report Name box, type a short, concise name for the report, for example, Memorial Thank You, and then press the TAB key. 16. In the Description box, type a detailed description. 17. Click OK. 26 Student Curriculum 2012 Sage

27 Basic Training Guide Mailings To mark gifts as acknowledged and to add contact cards: 1. On the report setup page in Sage Fundraising 50, click Run. 2. Select the Mark Gifts As Acknowledged check box. 3. Select the Add Contact Cards check box. a. Next to Type of Card, click Correspondence. b. In the Date field, enter the date the letters were mailed. c. In the Correspondence list, click the appropriate correspondence type, for example, Gift Acknowledgement. d. Click to link the final letters to the contact card. e. In the Select Microsoft Word Document dialog box, locate and doubleclick the final letters you just generated. f. Click OK. 4. Click OK Sage Student Curriculum 27

28 Mailings Sage Fundraising 50 Generating Labels and Envelopes Sage Fundraising 50 contains two reports--mailing Labels and Envelopes--that enable you to generate labels or envelopes for mailings. The report setup options are identical with the exception of the paper sizes; one report contains label sizes and the other contains envelope sizes. Each report allows you to select the name and address type to include in the output. The entire process for generating labels or envelopes can include the following steps: 1. Run the Mailing Labels or Envelopes report. This step can create the data file that is merged into your word processing application. 2. Create the label or envelope template using a word processing application such as Microsoft Word. 3. Complete the merge process by generating the labels or envelopes. 4. Add contact cards. 28 Student Curriculum 2012 Sage

29 Basic Training Guide Mailings Mailing Labels Report Mailing Labels is a standard report used to produce mailing labels. This report creates a data file that includes the names and addresses for selected constituents. You can then merge the data into a word processing application such as Microsoft Word. To run the Mailing Labels report: 1. On the Navigator pane, click Reports. 2. Click Constituent. 3. Under Standard Reports, click Mailing Labels. 4. Click Setup. 5. Click Change Query. 6. Modify standard criteria according to your needs. 7. Click OK. 8. Click the Name tab and select desired options. The Name tab allows you to select the type of name to include in the report output Sage Student Curriculum 29

30 Mailings Sage Fundraising Click the Address tab and select desired options. The Address tab allows you to select the address to include in the report output. 10. Click the ID Line tab and select desired options. You can use the ID Line tab to display custom text, constituent id numbers, or Basic card attributes in the report. This information displays on the first line of each label. 11. Click the Sort tab and select desired options. The Sort tab identifies how you want the data file sorted, for example, if Last Name and First Name are selected, Sage Fundraising 50 sorts alphabetically by last name then by first name. 12. Click the Postal Report tab and select desired options. The Postal Report tab allows you to generate a postal report that can help you to prepare large mailings in-house for postal discounts. This report provides a break down of the total number pieces being delivered to a specific location. 13. Click the Print Setup tab and select desired options. The Print Setup tab allows you to adjust the font, margins, paper orientation and the label size. 14. Click Run. 15. Under Output Options, click Merge. 16. In the Merge Document Definition dialog box, click Create New Merge Document. 17. Click OK. 18. In the Run Report dialog box, click OK. Once you click OK, Sage Fundraising 50 selects the desired constituents based on the criteria and then opens a blank document in your word processing application such as Microsoft Word. 30 Student Curriculum 2012 Sage

31 Basic Training Guide Mailings Label Merge Template This topic discusses how to create a new label merge template using Microsoft Word. To create a new label merge template: As mentioned above, Sage Fundraising 50 selects the desired constituents based on the criteria and opens a blank document in your word processing application such as Microsoft Word. You can begin to create your new merge template. 1. On the Mail Merge toolbar, click Main document setup ( ). 2. Click Labels. 3. Click OK. 4. In the Product number list, click the desired label size Sage Student Curriculum 31

32 Mailings Sage Fundraising Click OK. 6. On the Mail Merge toolbar, click Insert Address Block ( ). 7. Make desired changes to the default settings. Click Match Fields to match the address components to a data field. FOR MORE INFORMATION: For a comprehensive list of available merge fields, see Mailing Labels in Sage Fundraising 50 Help. On the Help menu, click Contents and Index. In the Sage Fundraising 50 Help window, click Reports then click Constituent Reports. Mailing Labels is located under Constituent Reports. 8. Click OK. 9. On the Mail Merge toolbar, click Propagate Labels ( ). 10. On the Mail Merge toolbar, click View Merged Data ( ) to view labels with merged data. 11. On the File menu, click Save As. 12. Browse to the location where you want to save the merge template. 32 Student Curriculum 2012 Sage

33 Basic Training Guide Mailings Labels 13. In the File name box, type the name for your new merge template. 14. Click Save. 15. Click to close Microsoft Word. Once you have created and saved the new merge template, you are now ready to merge the records into the merge template. To generate the labels: 1. Verify that the report setup options are correct. 2. Click Run. 3. Under Output Options, click Merge. 4. In the Merge Document Definition dialog box, click Use Existing Merge Document. 5. Click. 6. In the Select Merge Document dialog box, locate and double-click the merge template you just created. 7. Click OK. 8. Click OK. Sage Fundraising 50 merges the selected records with the specified merge template. One label per constituent is generated. After you verify the labels are correct, run the report again to add the contact cards. 9. On the File menu, click Print. 10. Click to close Microsoft Word Sage Student Curriculum 33

34 Mailings Sage Fundraising 50 Envelopes Report Envelopes is a standard report used to print addresses on envelopes. This report can create a data file that includes the names and addresses for selected constituents. You can then merge the data into a word processing application such as Microsoft Word. To run the Envelopes report: 1. On the Navigator pane, click Reports. 2. Click Constituent. 3. Under Standard Reports, click Envelopes. 4. Click Setup. 5. Click Change Query. 6. Modify standard criteria according to your needs. 7. Click OK. 8. Click the Name tab and select desired options. The Name tab allows you to select the type of name to include in the report output. 9. Click the Address tab and select desired options. The Address tab allows you to select the address to include in the report output. 10. Click the ID Line tab and select desired options. You can use the ID Line tab to display custom text, constituent id numbers, or Basic card attributes in the report. This information displays on the first line of the delivery address. 34 Student Curriculum 2012 Sage

35 Basic Training Guide Mailings 11. Click the Sort tab and select desired options. The Sort tab identifies how you want the data file sorted, for example, if Last Name and First Name are selected, Sage Fundraising 50 sorts alphabetically by last name then by first name. 12. Click the Postal Report tab and select desired options. The Postal Report tab allows you to generate a postal report that can help you to prepare large mailings in-house for postal discounts. This report provides a break down of the total number pieces being delivered to a specific location. 13. Click the Print Setup tab and select desired options. The Print Setup tab allows you to adjust the font, margins, paper orientation and the envelope size. 14. Click Run. 15. Under Output Options, click Merge. 16. In the Merge Document Definition dialog box, click Create New Merge Document. 17. Click OK. 18. In the Run Report dialog box, click OK. Once you click OK, Sage Fundraising 50 selects the desired constituents based on the criteria and then opens a blank document in your word processing application such as Microsoft Word Sage Student Curriculum 35

blank document in your word processing application such as Microsoft Word. You can begin to create your new merge template. 1.

36 Mailings Sage Fundraising 50 Envelope Merge Template This topic discusses how to create a new envelope merge template using Microsoft Word. To create a new label merge template: As mentioned above, Sage Fundraising 50 selects the desired constituents based on the criteria and opens a blank document in your word processing application such as Microsoft Word. You can begin to create your new merge template. 1. On the Mail Merge toolbar, click Main document setup ( ). 2. Click Labels. 3. Click OK. 4. In the Envelope Size list, click the desired envelope size. 36 Student Curriculum 2012 Sage

37 Basic Training Guide Mailings 5. Click OK. 6. Click within the delivery address area to display the address block frame. 7. On the Mail Merge toolbar, click Insert Address Block ( ). 8. Make desired changes to the default settings. Click Match Fields to match the address components to a data field. 9. Click OK. 10. On the Mail Merge toolbar, click View Merged Data ( ) to view envelopes with merged data. 11. On the File menu, click Save As. 12. Browse to the location where you want to save the merge template. 13. In the File name box, type the name for your new merge template. 14. Click Save. 15. Click to close Microsoft Word Sage Student Curriculum 37

38 Mailings Sage Fundraising 50 Envelopes Once you have created and saved the new merge template, you are now ready to merge the records into the merge template. To generate the envelopes: 1. Verify that the report setup options are correct. 2. Click Run. 3. Under Output Options, click Merge. 4. In the Merge Document Definition dialog box, click Use Existing Merge Document. 5. Click. 6. In the Select Merge Document dialog box, locate and double-click the merge template you just created. 7. Click OK. 8. Click OK. Sage Fundraising 50 merges the selected records with the specified merge template. One envelope per constituent is generated. After you verify the labels are correct, run the report again to add the contact cards. 9. On the File menu, click Print. 10. Click to close Microsoft Word. 38 Student Curriculum 2012 Sage

Basic Training Guide Mailings Using the Quick Features You can use the quick features to produce labels or envelopes, send mass emails and perform mail merges.

39 Basic Training Guide Mailings Using the Quick Features You can use the quick features to produce labels or envelopes, send mass s and perform mail merges. The quick features enable you to effectively and efficiently send information to one or more constituents using the Browse list. Quick Quick allows you to send an to a single constituent or multiple constituents. To send an to a single constituent, simply go the constituent s record and on the Navigator pane, click Quick . Remember, you can also activate the Quick dialog box by clicking on the constituent s address. To send an to multiple recipients, create a query using either the basic query form or the full query form and click Find to generate the Browse list. Once you have your list, simply click Quick to send an to everyone on the list (if available). FOR MORE INFORMATION: For additional details about creating an signature, see Signature later in this document. To send an to multiple recipients: 1. On the Navigator pane, click Constituents. 2. Click Query (if applicable). 3. Click Full. 4. Create criteria to select desired constituents. 5. Click Find. 6. On the Navigator pane, click Quick . a. Click OK. If one or more constituents do not have an address, the following message appears: 2012 Sage Student Curriculum 39

40 Mailings Sage Fundraising In the To box, type your address. Sage Fundraising 50 automatically adds all addresses to the BCC box. You must, however, add at least one address to the To box. When sending an to a single constituent, the address is placed in the To box. You can carbon copy other recipients if needed. You must separate each address with a semicolon. You can click To, CC, or BCC to add recipients using your program s address book. 8. In the CC box, type the addresses for carbon copy recipients (optional). 9. In the BCC box, type additional addresses to blind carbon copy (optional). When sending an to a group of constituents, Sage Fundraising 50 automatically adds all addresses to the BCC box. This means recipients cannot see the other recipients. 10. Click Attach to send an attachment with the (optional). a. In the Select Document To Attach dialog box, locate and double-click the document you want to attach. NOTE: You cannot attach more than one document. Click Attach to select another document. 11. In the Subject box, type a brief description for the Click to clear the BCC All check box (if desired). This places all addresses in the To box. The BCC All check box is selected by default. 13. Click to clear the Entire Browse check box (if desired). This sends an to everyone on the Browse list except for those who do not have an address or whom you excluded. 14. Select the Add Contact Cards check box to add a contact card to each recipient s Contact file. a. Click the type of contact card you want to add. b. Enter the appropriate details for the contact card. c. Click OK. 15. Select the Contact s check box to include contact addresses (from the Name card) in the Student Curriculum 2012 Sage

Basic Training Guide Mailings 16. Select the Custom Merge check box to perform a custom merge that allows you to customize the email for each recipient. a. In the Email Merge Setup dialog box, click Setup to create a new merge file definition.

41 Basic Training Guide Mailings 16. Select the Custom Merge check box to perform a custom merge that allows you to customize the for each recipient. a. In the Merge Setup dialog box, click Setup to create a new merge file definition. b. Click New to define a new merge file definition. c. In the Select Fields From list, click the card that contains the desired field. d. In the Available Merge Fields list, double-click on the fields you want to include in your merge file. e. Repeat step c and step d until you have added all desired fields Sage Student Curriculum 41

Mailings Sage Fundraising 50 f. In the Selected Merge Fields list, drag fields to desired position. g. Click Save As to save the definition for future use. h.

42 Mailings Sage Fundraising 50 f. In the Selected Merge Fields list, drag fields to desired position. g. Click Save As to save the definition for future use. h. In the Merge File Definition box, type a short, concise name for the merge file definition and then press the TAB key. i. In the Description box, type a detailed description. j. Click OK. k. Click OK. l. Under Merge Document, click New to create a new merge template. Click Edit to use and modify an existing merge template or click the folder icon to browse to an existing merge template. m. In the File Name box, type a name for the new merge template. 42 Student Curriculum 2012 Sage

43 Basic Training Guide Mailings n. Click OK. o. Create and save the new merge template. p. Under Merge As, click Body of to send the merged document as the body of the or click Attachment to to send the merged document as an attachment. q. Click OK. 17. Click Send. Click Outlook to open a message form in Microsoft Outlook. Any information entered on the Quick form is automatically displayed in the message form. This option is only available if Outlook is your default program. This option is not available if performing a custom merge Sage Student Curriculum 43

Mailings Sage Fundraising 50 Email Signature You can create a default signature for emails sent through

Like Outlook, Sage Fundraising 50 automatically appends your signature to any emails you send through the

44 Mailings Sage Fundraising 50 Signature You can create a default signature for s sent through Sage Fundraising 50. Like Outlook, Sage Fundraising 50 automatically appends your signature to any s you send through the application. To create a default signature: 1. On the User menu, click Options. 2. Click the tab. 3. In the Signature box, type your signature. 44 Student Curriculum 2012 Sage

45 Basic Training Guide Mailings 4. Select the Enable follow-up check box (Sage Virtual Services users only). NOTE: This feature is only available in a Sage Virtual Services environment since s are not saved in your Sent Items folder in Outlook. If selected, Sage Fundraising 50 sends a follow-up to your (the user s) address that includes the subject line, list of recipients, and body of the original . Sage Fundraising 50 uses the address associated with your login credentials (provided during the initial set up of your system). 5. Click OK Sage Student Curriculum 45

46 Mailings Sage Fundraising 50 Quick Merge Quick Merge enables you to create a merge file definition that is merged into a new or existing merge template. The most common use is to produce a personalized letter for a selected constituent or group of constituents. To create a personalized mailing to a single constituent, simply go the constituent s record and on the Navigator pane, click Quick Merge. To send a personalized mailing to multiple recipients, create a query using either the basic query form or the full query form and click Find to generate the Browse list. Once you have your list, simply click Quick Merge to perform the mail merge. To perform a mail merge for multiple constituents: 1. On the Navigator pane, click Constituents. 2. Click Query (if applicable). 3. Click Full. 4. Create criteria to select desired constituents. 5. Click Find. 6. On the Navigator pane, click Quick Merge. 7. Click to clear the Merge Entire Browse List check box (if desired). This creates a personalized letter for everyone on the Browse list except for those whom you excluded. 8. Select the Add Contact Cards check box to add a contact card to each recipient s Contact file. a. Click the type of contact card you want to add. b. Enter the appropriate details for the contact card. c. Click OK. 9. Click Setup. a. Click New to define a new merge file definition or click Open to modify an existing merge file definition. b. In the Select Fields From list, click the card that contains the desired field. 46 Student Curriculum 2012 Sage

47 Basic Training Guide Mailings c. In the Available Merge Fields list, double-click on the fields you want to include in your merge file. d. Repeat step b and step c until you have added all desired fields. e. In the Selected Merge Fields list, drag fields to desired position. f. Click Save As to save the definition for future use. g. In the Merge File Definition box, type a short, concise name for the merge file definition and then press the TAB key. h. In the Description box, type a detailed description. i. Click OK. j. Click OK. 10. Click Sort to define the sort order for the merge file. a. In the Available Sort Fields list, double-click on the field(s) you want to sort by. The fields are listed in alphabetical order. Simply scroll through the list to select the desired field(s). b. Click to clear the Ascending check box to sort in descending order. Sage Fundraising 50 automatically sorts in ascending order (the Ascending check box is selected) by default. c. Click OK. NOTE: The Available Sort Fields list is comprised of the fields that you selected in the Merge Setup dialog box Sage Student Curriculum 47

48 Mailings Sage Fundraising Click Merge. a. Click Create New Merge Document. b. Click OK. 12. Create new merge template. 13. On the File menu, click Save As. 14. Browse to the location where you want to save the merge template. 15. In the File name box, type the name for your new merge template. 16. Click Save. 17. Click to close Microsoft Word. 18. Click Merge. 19. In the Merge Document Definition dialog box, click Use Existing Merge Document. 20. Click. 21. In the Select Merge Document dialog box, locate and double-click the merge template you just created. 22. Click OK. 23. Print letter(s). 48 Student Curriculum 2012 Sage

49 Basic Training Guide Mailings Quick Print Quick Print enables you to produce labels or envelopes for one or more constituents. To create a label or envelope for a single constituent, simply go the constituent s record and on the Navigator pane, click Quick Print. To create a label or envelope for multiple constituents, create a query using either the basic query form or the full query form and click Find to generate the Browse list. Once you have your list, simply click Quick Print to create the labels or envelopes. NOTE: Sage Fundraising 50 automatically uses the preferred name and address for the labels and envelopes. To create labels or envelopes: 1. On the Navigator pane, click Constituents. 2. Click Query (if applicable). 3. Click Full. 4. Create criteria to select desired constituents. 5. Click Find. 6. On the Navigator pane, click Quick Print. NOTE: The labels and envelopes for the constituents print in the same order as they appear in the Browse list Sage Student Curriculum 49

50 Mailings Sage Fundraising Under Type, click Label to generate labels or click Envelope to generate envelopes. \ 8. Click to clear the Entire Browse List check box (if desired). This creates a label or envelope for everyone on the Browse list except for those whom you excluded. 9. Click Setup. a. In the Paper Size list, click the desired label or envelope size. b. Under Print on First Line, click the ID Number check box to print the constituent id on the label or envelope. c. Under Print on First Line, in the Text box, type custom text to include on the first line of the label or envelope. d. Under Name Display, select the Include Additional Name check box to include the additional name on the label or envelope. e. Under Font, in the Font list, click the desired font. f. Under Font, in the Size list, click the desired font size. g. Under Font, select the CAPS check box to print labels or envelopes in all capital letters. h. Under Margins, in the Top box, type the desired distance from the top of the label or envelope in pixels. i. Under Margins, in the Left box, type the desired distance from the left of the label or envelope in pixels. j. Under Printer Orientation, click the desired printer orientation. k. Click OK. 10. Click Print. 50 Student Curriculum 2012 Sage

51 Basic Training Guide Mailings Checking Your Knowledge Complete the following short answer quiz to test your knowledge of the material learned in this lesson. Fill-in the Blank 1. The report is used to produce personalized thank you letters by creating a data file that is merged with a mail merge template. 2. Define mail merge.. 3. To add the date and time to a document, on the menu, click. 4. Describe the purpose for the Update automatically option.. 5. What is the formula to reformat a date field so that the date appears as January, 1, 20XX?. 6. What is the formula to reformat an amount field so that the amount appears as $1,000.00?. 7. The check box adds an acknowledged stamp to all gifts that meet the criteria. 8. The check box adds a contact card to every constituent record that meets the criteria. 9. On the Navigator pane, click to quickly generated labels or envelopes using the constituent s preferred name and address. True and False 1. T F The Letter field on the Gift card serves as a way to identify which acknowledgement letter to send as a result of the gift. 2. T F The word processing application automatically adds all necessary punctuation in a merge template. 3. T F You should always select the Mark Gifts as Acknowledged check box and the Add Contact Cards check box before you verify the accuracy of the report output. 4. T F You can insert a merge field simply by double-clicking on the desired field Sage Student Curriculum 51

52 Mailings Sage Fundraising Student Curriculum 2012 Sage

AS 107 FINGERTIP REPORTS

Abila Millennium AS 107 FINGERTIP REPORTS STUDENT WORKBOOK ABILA LEARNING SERVICES Important Notice: The text, logos and images contained within this Training Guide, including all lectures and any supplementary