In This Article:

    Creating a Mail Merge from an Existing or Previously Run Query

    In This Article:

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

      2. Choose Query Wizards 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.

      1. Choose Open an existing query definition. The Create a New Query option is covered in the next section.                        

        NOTE: Selecting View the results of a previous query will not return any records added after the query was saved. This option DOES NOT re-run the query. Select Open an existing query definition in order to view updated results using the same query criteria. Also, If you want to import a .csv file select the query type Open another data source.

      2. A list of queries is displayed. Choose the desired query or query definition and then select Next

        TIP: If you would like to use the information you entered in the Salutation Override window on the constituents’ records (Configurable Salutations) into your letters, you will need to include the proper Available Fields for both the Smart Informal and Formal salutations and the Available Fields for the corresponding Salutation Override.

      3. The query results are displayed. Select the checkbox next to any record you wish to deselect.

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

      5. Choose the Finish button.

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

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

      8. 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. When searching for a document within DonorPro, select File and then Open. The Document Search window will be displayed. When the Document Search window opens, you can place your cursor in the Description field and type the Name of the document you stored in the Word Processor and select the proper Document Type.                  

      When searching for a document saved to your system, select File and then Open Local. The File Chooser dialog window will be displayed. Search for and select the document you wish to open.           

      NOTE: You can only open rich text format (.RTF) or text (.TXT) files in DonorPro’s Built-In Word Processor. These file types are listed as Text Document in DonorPro. If you have a letter in a word document you would like to use in DonorPro, you must first copy and save the letter into Notepad and then copy it into DonorPro.

      13. 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.

      14. Place cursor at the desired insertion point within your letter. Double click on the desired placeholder/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.

      If you have entered information into the Salutation Override window on a constituent’s record that information will be returned in the ‘Smart’ salutation variables, but only if you have included that information in your query output.

      NOTE: Certain fields not available through a query can be placed in your thank you letter. the last page of this section for a complete list of these available fields.

      1. Choose the Next button.

      2. In Step 4 of the Mail Merge Wizard, you may choose to save the letter to the constituents’ note screen by checking the Save to Constituent on Print as... checkbox and assign it a name.

        NOTE: This letter will be stored in the Documents node on the record of each constituent included in this mail merge.                                                                                                               

      3. Select Preview, Print All, or Print Labels.
        NOTE: You can print the letters individually if you select the Preview button.

      18. If you want to send 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.

      19. Type a Subject and then choose Preview, or Email All.
      NOTE: You can E-mail the letters individually if you select the Preview button.

      20. Select the Finish button.

      21. Choose the Save button or File and then Save As if you wish to save the letter with the variables for later use. Type the desired name for your document and select the Close button.

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