The most common way for organizations to send or print all of their donors' thank-you letters at one time is from a Donation Batch. An added benefit from sending letters through the batch is that this process updates the "Letter Sent" dates on those donation records. 

First, look for your batch under Manage > Batches.

On the Batch Search screen, you have a few different options for narrowing your search. If you do not have many batches in your database, you can leave all the search fields blank and generate a complete list. You can also search by date range.

If you need to search for a specific batch, use the search criteria to narrow your list. Once you click search, the batches that meet your criteria will display in the list on the screen.

Click on the batch for which you want to generate your donor thank you letters (and emails). This batch and its details will open a new tab. From the batch screen, click on Donations on the explorer menu on the left-hand side.

In this view, you will see a list of all your donations. Buttons at the bottom of the screen indicate actions you can perform with these donations. Clicking any of these list entries opens that donation record in a new browser tab.

Printing Letters

1. Click the button in the middle of the top row labeled Print Letters/Receipts Using List As.
2. In a pop-up window, decide if you want to print letters or send emails. If you have emails and print letters assigned to donations in a batch, you will need to send the emails and print the letters separately. Start by printing letters. 
3. Click OK. A new tab will open, showing all of your print letters.
4. NOTE: donation letters will only populate if the constituent has a mailing address. If your donor does not have a mailing address, Salsa CRM will not generate their letter. 
5. On the right is a list of donors whose letters are in this batch to print.
6. Click on any of these names to view the letter for that specific donor. If any of those names are red, the letter has a variable that has not merged. For example, if you had a variable in your letter for {{Appeal Name}}, but you did not select an appeal in the donation record, the letter would still show the {{Appeal Name}} variable, and the donor’s name would appear red. You can then click on that red name, then the Edit button to edit that one letter.
7. Once you are prepared to print your letters (or download them to PDF), click Print All in the top right corner.
8. Choose to send these documents to your printer, or to save as PDF, then click Print.
9. Once you click Print, a pop-up appears, asking if your printing was successful. Click OK to update the sent date on all of your letters. Your donations will need to have a sent date to print labels. 

Printing Labels

If you want to print mailing labels for your letters...

1. On your batch donation view screen, click the Print Labels using List As button. A new browser tab opens with the label printing configurator. 
2. At the top of the page, you can also configure the font to use by unchecking the box to Use Default. This will open up a pop-up window where you can choose from an available list of fonts and font sizes, as well as custom font colors.
3. Choose the type of label or envelope from the Select Stock list.
4. Include a USPS barcode or the return address if you print to an envelope.
5. Edit any of the addresses for which you are printing labels: 
1. Click Enter Manually in the top-right. 
2. Edit any of the addresses that you need.
3. Click OK when completed.
6. Once you have finished configuring your labels, click Format Labels. As with the letters, your labels open in a new browser tab. 
7. Click Print Labels to send the formatted labels to your printer.

Sending Emails

To email your thank you letters...

1. Go back to the donations view of your batch and click Print Letters/Receipts Using List As again.
2. Switch the radio button to Send Email Letters assigned to donations. A new tab will appear with your qualified email letters. 
3. To edit any of those letters, click on the constituent name on the right-hand side. 
4. Click either Edit Content to edit the email body, or Edit Attachment to edit the letter. 
5. To send your emails, click either Send from my Email Client or Send from Salsa CRM.
• Send from Salsa CRM will directly send those emails from the CRM and update your Letter Sent Date. 
• Send from my Email Client will send from whatever program you have configured as your default email client on your computer (consult with your IT department to change your default email client). When you choose to send the email from your email client, the email may look slightly different; the text from the attachment will become the body of the email (with the images stripped out). Additionally, sending from your email client does not update the Letter Sent Date on the donation record. If you send from your email client, you will need to update the donation record sent dates manually.