Prior to creating your mail merge, you will want to be sure that you have created the appropriate document in DonorPro so that you can quickly and easily send the mailing to your constituents.
It is strongly recommended that you always create your query prior to running a mail merge. As you advance through the query wizard while running a mail merge, you are not able to save the changes you have made to an existing query or save a new query.
Open the Word Processor by choosing Manage, Documents and then Word Processor from the main menu.
Choose Run a Mail Merge from the Options dropdown field.
The Mail Merge screen opens. The Mail Merge screen allows you to run a query, add the constituents returned in the query results to a Mailing list, choose the document or email and any attachment you wish to send and choose your Print Merge Options, such as de-duplication options.
Select the Run Query button.
The Query Wizard launches.
Choose Open an existing query definition.
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.
A list of queries is displayed. Choose the desired query or query definition and then select Next to view the query set up. Select Next again to view the results.
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.
The query results are displayed. Select the checkbox next to any record you wish to deselect.
Select the Back button to go back one step in the Wizard if you need to make any changes to the query set up.
Choose the Finish button.
The Query Wizard closes. There is now a count of returned records listed next to the Run Query button.
You can deselect any results you do not want to include in the merge. Right-click anywhere on the results listing to utilize additional features such as ‘Exclude Error Rows’. Error rows appear in pink and indicate that some necessary information is missing from these results. If error rows are missing address information, you can right- click and choose to exclude error rows. The error rows are automatically greyed out, meaning they have been removed from the merge data. This is to prevent accidental inclusion in the merge.
After reviewing your data, for the purpose of sending Print mail, select the option (located beneath the results panel) ‘After the merge, I want to print the results’. (Email mail merges are explained in the following section.)
If you would like to record that these constituents received this mailing, select the Mailing button. Anytime you have a new mailing, you will want to create a Mailing ‘folder’. (The mailing folder is meant to be a historical record of constituents who have received a mailing through the mail merge function. Please see the following IMPORTANT note for further information.) When the Mailings window appears, select the Add button; enter a Name and Description for this mailing folder. Once you Save this information, the ‘Mailing folder’ name appears on the mail merge screen. If this is a mailing, similar to one sent previously, you will want to Search for the previously created mailing folder which you used for the initial mailing.
IMPORTANT: This ‘mailing folder’ will capture the information of those constituents who are in the results of your query and will be receiving this mailing. This will allow you to exclude them from future mailings, should you so choose. For example, you may send mailings to donors of $1,000+, but want to exclude any donors matching these criteria if they have already received this mailing. When you run your query of $1,000 or more, select the Mailing button and choose the mailing the $1,000+ donors have received, DonorPro will exclude anyone who is already in this ‘mailing folder’ and adds any new constituents in the latest query to the folder; a historical record is kept of all recipients of this mailing. This way you know that someone will not receive the same mailing twice.
15. Next, choose the Select Document button.
16. The Document Search window appears. Be sure to select the Document Type of the letter. For more information, please refer to Step 4 the previous section ‘Form Letters: Adding a New Thank You Document Template for Email’.
Remember: OpenOffice.org can open any document created in the built-in word processor. Double-click on the letter you would like to use. The Document Search window closes and you are back
on the mail merge screen.
17. Select the Options button to choose the Print Merge Options you would like to apply to this merge.
The Print Merge Options give you the following options:
File Format Options: Save a merged document as a PDF and/or Save the merged ‘.rtf’ document as a ‘.doc’ file to the selected Temporary File you selected when configuring OpenOffice.org word processor. (If a letter was created using the built-in word processor, the file type is typically ‘.rtf’.)
Save to Database Options: Allows you to save the document to the constituent’s record under the Documents node of the Constituent Explorer.
Household and De-Duplication Options: Choose to allow only one merge per: Constituent ID, Spouse ID (available when you select Constituent ID) Address based on Line 1 and Postal Code (Address Line 2 becomes available when you select this option) and Email Address.
This option allows you to choose to remove duplicate listings of constituents. For example, the image below shows several entries for Jen Hammerstrom and one for Scott Hammerstrom, both Scott and Jen have the same address Line 1.
The de-duplication options ensure that multiple mailings are not sent to the same constituent or address. By selecting the options shown in the Print Merge Options window to the right, only one letter will be generated for these two people. The Constituent ID option will merge all of Jen Hammerstrom’s records as they all have the same Constituent ID. DonorPro will merge Jen and Scott’s records as they are linked as spouses to each other. The document will be saved to the constituent’s record.
Post-Merge Options: If this option is selected, all files created in your temporary directory by the mail merge will be deleted upon completion of the merge.
For further information on how the de-duplication process works, please refer to the De-Duplication Logic information located at the end of this section.
18. Once you have selected the necessary Print Merge options, select the Run Mail Merge button. The Results tab opens; all of the constituents from the query results are listed on this screen. Notice the records that are Excluded appear in grey, italicized font. These exclusions are based on the de- duplication options you choose on the Print Merge Options window. (Error rows will appear in red font.)
You can see in the image below, all of the duplicates of Jen Hammerstrom have automatically been excluded, except one. Since Jen and Scott have are related with a spousal relation, Scott’s record has been excluded based on the de-duplication option of Constituent ID or Spouse ID. This indicates that they will only receive ONE mailing at their home.
Use the Setup, Results, Print and Email tabs at the top of the results panel to move back and forth between steps as needed.
19. By selecting the View Results button, you are able to view and edit the letters as necessary. You will need to highlight the letter you wish to view, make any modifications, close that window and repeat with the other letters you wish to view.
NOTE: If you modify a letter, you will see a checkmark appear in the Modified column next to the letter you edited.
Select the Print tab to print the letters and envelopes or labels.
Highlight one row and choose the Print Selected Row button to test print a letter to make sure everything is printing as expected.
Select the Print All button to print all of the letters. The rows marked as Excluded will not print.
Select the Print Labels button to print labels or envelopes for this mailing. The rows marked as Excluded will not print. For more information on printing labels and envelopes, please refer to the Printing Labels information further on in this section.
The Processing Status panel at the bottom of the Print screen displays the status of the print job.
Once you have printed these letters, these constituents are recorded in the ‘Mailing folder’ you had chosen on the Setup tab. This historical mailing folder allows you to exclude these people from a future mailing, if necessary. When you return to the Mail Merge to create a new mailing, you can select this particular mailing folder to exclude these constituents from a similar mailing.