Mail merging in DonorPro using OpenOffice.org is similar to mail merging with Microsoft Word and Excel. The letter templates are created with OpenOffice.org within DonorPro and the list of people to receive the letter is created through the ‘Run a Mail Merge’ option of the OpenOffice.org word processor. As described below, you will follow a simple process to create letters in DonorPro:
Create your letter template. The letter template will contain the content of your letter and ‘placeholders/variables’ for the data that will be merged into the template. For example, your letter template will have a placeholder/variable for the donor’s name such as:
Typically, the above ‘placeholder/variable’ would insert the name in this format as Mr. Smith, however if you have entered information into the fields on the Salutation Override window on the main constituent page, the override information will replace, or override, DonorPro’s ‘Smart’ information.
Create the list of people that will be merged into the letter template. For general solicitations, you can create a list of people to receive the solicitation through the advanced query wizard or by accessing the ‘Run a Mail Merge’ option in OpenOffice.org. For donation thank you letters, you will ‘set’ a letter or email document as a Form Letter and select the appropriate document when entering the donation. You then have the option to print or send the document from the donation screen or using the Batch wizard.
Merge the data into the letters and send. DonorPro makes it easy for you to merge your list of people onto a letter template.