In This Article:

    Creating an E-mail Merge from a New Query using DonorPro’s Built-In Word Processor

    In This Article:

      1. Open the Word Processor by choosing Manage, Documents and then Word Processor from the main menu.

      2. Choose Query Wizard and then Display Mail Merge Wizard from the word processor menu.     

      3. The Mail Merge wizard panel opens on the right side of the screen. Select the Open or Run a Query button.                                                                                                                               

      4. The Query Wizard launches.

      5. Select the Create new query option at the top of the Query Wizard window.                                 

      6. From the Query Type panel along the left side of the window, choose a category of data that you wish to query. Select a query type. An explanation of the highlighted item will appear in the Description section of the panel.                                                                                               

      7. In the lower portion of the window, choose a Purpose of this Query. When doing a mail merge, choose the Mail Merge or Mailing Labels option.                

      8. Because the Mail Merge or Mailing Labels option was chosen in the previous step, several default fields were automatically selected to be a part of this query.                                                      

      9. To add another field to the query, select the next to the appropriate table name in the Available Fields list to expand the table and show all of the available fields.

      10. Double click on the desired field to add it to the query. The field name will then be listed in the Output Fields column.

      11. To sort by a particular field, right click on that field in the Available Fields list and choose Sort. That field is added to the Sort Fields section in the lower right corner of the screen.                             

      NOTE: The fields should be listed in the Sort Fields section in order of sort priority. If sorting names in alphabetical order for example, Last Name should be listed before First Name.

      1. To change the order the fields are sorted by, in the Sort Fields section, click once on the field you want to move to select it.                                                                                                         

      2. Select the Move Up or Move Down buttons, on the right side of the Sort Fields panel, to move the field to the desired position in the list.

      3. By default fields are sorted in Ascending order. To change the order to Descending, in the Sort Fields section, select the desired field, and then choose the Descending button.

      4. To remove a field from the sort order, in the Sort Fields section, click once on the field you want to remove to select it.

      5. Select the Delete button to the right of the Sort Fields section.

      6. To apply a filter to a particular field, right click on that field in the Available Fields list and choose Filter.                                                                                                                                

      7. The Filter Criteria dialog box opens. Select the drop down arrow and choose the desired Operator

      8. Select or type the desired Value.

      NOTE: If the field that is being filtered is a date then type the appropriate date or select the Calendar button, select the date, and then select OK.

      When creating a query for an e-mail mail merge, you will want to set the filter shown in the image to the right. This will insure no records are returned that have no email addresses.

      1. Select OK from the Add Filter Criteria dialog box. The field is listed in the Filter Fields section in the top right corner of the wizard screen.

      2. Add any additional filters following steps 17-19.

      3. Multiple filters are, by default, connected by the AND operator. For example, Address Primary? equals “Yes” AND Address Address Line 1 is not blank. This means that the data returned must meet both of the parameters. In this example all constituent addresses marked as the primary address AND have information in line 1 of the address fields will be returned. To change the filter so that the data returned matches either filter “A” OR filter “B”, select the appropriate filter item in the Filter Fields list and choose the Or button.                                                                                                  

      NOTE: A good way to tell if the filter is going to return the data you expect is to read the filter statement to yourself to confirm that it makes sense before continuing.

      1. To change the order of the filter items in the Filter Fields list, select the field you want to move.

      2. Select the Move Up or Move Down buttons on the right side of the panel to move the field to the desired position in the list.

      3. To remove a field from the Filter Fields list, click once on the field you want to remove. Select the Delete button to the right of the Filter Fields section.

      4. If you choose to add the Spouse name to the output for a mail merge, select the Merge Spouses checkbox.

      5. Select the Merge Duplicates checkbox located below the Output Fields column if you only want one record returned for each constituent. This is important when doing a mail merge so that you don’t print multiple letters or labels for the same household or business.

      NOTE:

      1. Once the fields, sort order, and filters have been properly set, choose the Next button. The data is returned. Select the Finish button.

        NOTE: If returned items are highlighted in pink they do not have complete address information in the database. If desired you can deselect the checkbox next to each of these records to remove them from your finished product or select the Back button to go back a step in the Wizard and edit the filters to exclude those records with incomplete addresses.

      2. The Query Wizard closes. There is now a count of returned records listed in the Mail Merge panel.  

      3. Select the Next button in the lower right corner of the screen.

      4. At this point you may open an existing file or use the blank document that is displayed. If you need a new blank document, choose File and then New from the main menu. To open an existing document, choose File, Open, browse to the location of the desired document, select it, and then select the Open button.

      32. Type your letter. Select the Next button.

      NOTE: Select the Back button to go back one step in the Wizard if you make a mistake.

      33. Place cursor at the desired insertion point within your letter. Double click on the desired variable from the list on the right side of the screen. The Common Variables such as Smart Address will automatically add the address, city, state, and zip. The Query Variables are listed below the Common Variables. 

      1. Choose the Next button.

      2. In Step 4 of the Mail Merge Wizard, when sending an E-mail, you may choose to save the letter to the constituents’ individual note screen by checking the Save Constituent Note using Purpose... checkbox and assign a purpose.                                                                                        

      36. Type a Subject and then choose Preview, or Email All.

      NOTE: You can E-mail the letters individually if you select the Preview button.

      37. Select the Finish button.

      38. Choose the Save button if you wish to save the letter with the variables for later use.

      39. Select the Close button in the top right corner of the Word Processor window when finished.

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