In This Article:

    Creating a Mail Merge for Email

    In This Article:

      Prior to creating your email 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.

      1. Follow the same steps as listed in the prior section, Creating a Mail Merge for Print Mail, through creating a query.

      2. Once you have created your query, select the After the merge, I want to email the results using the email addresses in this column option. Then, in the dropdown field, select the appropriate column where the email addresses are listed in the query results.  

        Selecting this option will then allow you to choose if you want to send an email or an email with a merged attachment.

      3. Select the option you would like on the ‘I want the merge to create’ line and choose either a simple Email message or an Email with the merged document attached.

        NOTE: If a document is set up for a merge, with variables in the body of the document matching the query results, DonorPro will merge data in the attachment. You are able to preview the document on the Results tab.

      1. If you have selected the option, ‘a simple Email message’, choose the Select Document button to choose the document that will serve as the body, or text, of your email.   

        REMINDER: Emails can only be .txt or .html document types.

      2. If you have selected the option, ‘an Email with the merged document attached’, choose the Select Document to choose the document that will be the attachment and the Select Email Content Document to choose the document that will be the body, or text, of the actual email.           

        NOTE: As of DonorPro 6.2, when you choose to save an email to a constituent record, it will appear under the Documents node of the constituent record. Using, emails will no longer be stored under the Notes node.

      3. Continue following the steps in the prior section, Creating a Mail Merge for Print Mail. When you get to the Options button, you will be able to choose if you would like to save the email content and/or the email attachment to the constituent’s documents node of their record.                                   

      4. You may also want to select the ‘Allow only one merge per Constituent ID or Spouse ID’ options. If the query results list a Constituent ID that is listed previously in the results, DonorPro will not send an email to this duplicate constituent.

      5. You will also want to select the ‘Allow only one merge per Email Address’ option. This indicates to DonorPro that you only want one email to be sent to each email address. Once you have made your selection(s), select the OK button. On the Setup screen, select the Run Mail Merge button.

        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.

      1. The Results screen allows you to view the results of the Attached Document and Email Content. This screen allows you to open and edit the email content and the email attachment. Select the View Results button or double-click on the constituent listing for whom you would like to modify the email and/or attachment. Modifications will be indicated with a checkmark in the Modified column.

      2. The Email tab allows you to enter any email addresses for people that you wish to copy or blind copy. (Multiple email addresses may be entered and should be separated with a comma or semi-colon.)

      3. Enter a Subject and an Attachment Name. The Delay (seconds) field indicates the delay time in sending the email. The Processing Status panel will display a row for each email sent, as it is sent.

      4. You can Test the email by selecting the Test button. This button allows you to select the number of emails you would like to ‘test send’ to your account. Sending emails to a known account first in order to check the content and attachment is always a good idea.                                                             

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