Open the Word Processor by choosing Manage, Documents and then Word Processor from the main menu.
From the Options dropdown field, select Run a Mail Merge. The Mail Merge window opens.
Select the Run Query button located at the top of the screen.
The Query Wizard launches.
Select the Create new query option at the top of the Query Wizard window.
Follow Steps 6 – 28 in the previous section.
The Query Wizard closes. There is now a count of returned records listed next to the Run Query button.
Once you have created your query, for the purpose of sending an email, select the After the merge, I want to email the results using the email addresses in this column. 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.
Select the option you would like on the ‘I want the merge to create’ line. This gives you the choice of sending just an email or an email with an attachment.
If you would like to record that these constituents received this mailing, select the Mailing button. The first time you do this, you will need to create a Mailing ‘folder’. 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.
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’. This way you know that someone will not receive the same mailing twice.
If, on the ‘I want the merge to create’ option, you chose to include an attachment option, you will be able to select the document you wish to use as the merged attachment by selecting the Select Document button.
NOTE: Email attachments, which are created using the word processor, can be text, html, doc and rtf type documents.
Select the Select Email Content Document to select which document will serve as the body, or text, of your email. These documents, created in the word processor, can be html or text only.
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.
Select the Options button to choose the Print Merge Options you would like to apply to this merge. On the Print Merge Options you have the following options:
File Format Options: Save a merged document as a PDF and/or Save the merged ‘.rtf’ document as a ‘.doc’ file. (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 merged email content and/or the merged attachment document to the constituent’s record.
Household and De-duplication Options: Choose to allow only one merge per: Constituent ID, Address based on Line 1 and Postal Code and Email Address. (If you select Constituent ID, Spouse ID will become available for selection, likewise, if you select Address Line 1, Line 2 becomes available for selection.)
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 any records that have the same Constituent ID. 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 more information on how the de-duplication process works, please refer to the OpenOffice.org Word Processor section of this manual.
14. 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.
15. 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.
16. 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.)
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 made to the individual documents will be indicated with a checkmark in the Modified column.
17. 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.) 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.
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.