Whenever you are creating a list of constituents, you should start with the Advanced Query Wizard – even if your ultimate goal is to create letters in the Word Processor. Starting with the query tool will allow you to save your query criteria so that it is available to use again in the future.
1. Open the Advanced Query Wizard by selecting Reports, Queries then Advanced Query Wizard.
2. You have three options: create a new query, open up a saved query, or view the results of a saved query.
Note: If you have saved a query in the past and want to modify it and use it again, select the second option, find your old query and make your modifications as necessary.
3. Choose the type of data that you want to query on. For a mailing list, you will probably choose Constituent or Donation, depending on how you plan to filter the data. In the example that follows, the criteria will be based on prior giving history so it makes sense to choose Donation as the query type in this situation. If it were based on group memberships or constituent notes, choosing Constituent would be more appropriate.
Note: If you are unsure about which query type to use, you can always select one and select Next to see which fields are available. If it is not what you were looking for, select the Back button and pick a different query type.
4. At the bottom of your screen, there are four options to designate the purpose of the query. Because you are creating a mailing list, select “Mail Merge or Mailing Labels” as your purpose and then select Next.
Because the Mail Merge or Mailing Labels purpose was selected, there is some basic Constituent information already in the output fields including name and address information. Remember that any fields that you want to have available for your letter should be in the output fields. It is better to include more fields than you think you’ll need.
NOTE: The label printing feature in DonorPro is configured to recognize only name and address information on the labels. Custom fields are not recognized in the label format therefore they will not appear on your labels. For example, if you have entered a Company Name on an Individual record, the company name would have to be entered in an Address Line on the record for it to appear on the label. If the Company Name is entered in a custom field it will not appear on the label.
If you would like the Salutation Override information returned in the ‘Smart’ salutation variables, you must include that information in your query output. Your choices, found under the Constituent section of the Available Fields panel, are: Formal Salutation Override, Informal Salutation Override, Addressee Override, List As Name Override, Spouse Formal Salutation Override, Spouse Informal Salutation Override, Spouse Addressee Override and Spouse List As Name Override.
5. Filter your data either by right-clicking the field and selecting filter from the drop-down list, or by selecting filter under the list of fields and then double clicking fields you want to filter on.
Always include the following data filters when doing a mailing list:
Preferred Contact Reason – remove anyone that does not want to receive mail or who has a bad address
Preferred Contact Method – remove anyone that does not want to receive mail Deceased Date is blank
Note: For Preferred Contact Reason and Method, there may be more than one field that you want to either include or exclude. Use the “is one of” or the “is not one of” operators to choose more than one.
Note: If you are using a Donation query, you will find constituent information, such as deceased date and contact reason, under the Donor menu.
Other suggested filters:
Donor Address Primary? equals YES
Donor Address Line 1 is not blank
Donor Address Reason ID is one that allows mail
Last Gift Date is within a given range (operator = is between)
Last Gift Amount is over a certain amount (operator = is greater than or equal to)
6. Select Merge Spouses and Merge Duplicates checkboxes to ensure only one mail item per household is generated.
7. Select Next once you have added all the filters and output fields that you need.
8. On this next screen, you will see the results of your query. To see any line in more detail, select the magnifying glass. To deselect a certain record that you do not wish to be in your mailing list, uncheck the box on the left hand side of that line. The green ball tells you that all the requested information is contained in that record. A red ball indicates that some information is missing from that record.
9. Select Next once you are satisfied with your results. If the results make you realize that you need to change your criteria, select Back to fix the query.
10. The last screen gives options for saving the results, saving the query criteria, and some options for globally processing the results. Since this is for a mailing list, you should either Save Query Criteria Locally (just to your computer) or Save Query Criteria (saves to the server so others can access as well). It is recommended that you save it to the server so it is available to everyone in your organization.
NOTE: If you wish to create mailing labels or envelopes, select the Print Labels button. The Label Printing screen will be displayed. Your default printer has been selected for you, if you wish to change the printer, de-select the Use Default checkbox and press Printers.
Select the printer you wish to use from the drop down box, verify the number of copies of labels you wish to print and select OK. The default font, SansSerif, is selected. De-select the Use Default checkbox if you wish to change the font and the Select Font screen will be displayed.
NOTE: DonorPro utilizes smart font technology, which means that if you select a font style or size that is too large for the label selected, DonorPro will reduce the size of the font for individual labels to ensure that the full name and address of the recipient is printed.
Select the font Name, Size, Style, and Color. Select OK. Select the desired label stock. Check the Include Barcode option if desired. If an envelope stock was selected, check the Include Return Address option if desired.
NOTE: A Return Address dialog box will open. Enter the desired return address and then choose OK.
The margins are pre-set according to the stock selected. The margins can be manually adjusted if needed. Place your cursor in the appropriate margin box and type the desired measurement.
On the right side of your screen is a preview of what your labels will look like when printed. You can navigate through the pages by selecting either the left or right arrows.
If you want to start the label printing on a label other than the first label on the sheet, edit the number in the Start At box. The preview will reflect the change.
Check the Center Text box if you would like to center your text on the labels. The last step is to print your labels. DonorPro provides three options for printing:
The first button allows you to print all pages,
The second or middle button will print the current page that you are viewing,
The third button will print forward from the page you are currently viewing, so that if for some reason your print job does not complete, such as a paper jam, you can go to the first page that has not printed and select Print Remaining Pages and DonorPro will print the remaining pages.
Select the Close button in the top right corner of the Label Printing window.
NOTE: If you are using OpenOffice.org’s word processor, you may also create labels and envelopes once you have completed your mail merge.
Choose the desired output. Please refer to the Creating a New Query with a General Purpose section (Point #35) of this section for more information on the output options.
11. Now that your mailing list is compiled and saved, you can create your letter.