In order to do a Mass Mail Merge or a Mass Email Merge using Word templates,follow these main steps:
•Create a Word template that can access the required merge fields from the Deskflow database. This requires cloning an existing example file that already has the required SQL queries.
•Edit the contents of the Word template so that it inserts references to at least one mail merge field somewhere in the text content. Also enter/edit the custom text in the template.
•Do not use Headers or Footers in the template. Instead, insert a table then insert images and text into the table cells
•Create a list of people. They should have primary email addresses if a mass email merge is to be done
•Initiate the Mass Mail Merge from the name of the list (do not open the list)
•Initiate the Mass Email Merge from inside the list of People
To Create a Mail Merge Template:
1.Create a blank mail merge template:
a.Click Tools > Templates from the Deskflow Toolbar.
b.Select a Template Folder for the template-to-be.
c.Right-click in the Template Folder and click New Template.
d.Rename the New Template as XXX.
Example: Create New Mail merge Template
2.Copy a SQL query from a MASTER QUERIES list:
a.Select a suitable query from one of the example folders.
b.Right-click the selection.
c.From the pop-up list, click Edit SQL.
d.Right-click in the text. A pop-up list appears.
e.From the pop-up list, click Select All.
f.Right-click and click Copy.
g.Click Cancel to close the text window.
Example: Mail Merge Query Names
3.Paste the SQL query into the template:
a.Right-click the XXX template. A pop-up list appears. From the pop-up list, click Edit SQL.
b.Right-click in the Visual Query text box and click Paste.
c.Click OK to save the query in the XXX template.
Example: Mail Merge Query Content
4.Create content in the Word template
a.Right Click the XXX template. A pop-up list appears. From the pop-up list, click Edit Template. The Word template opens.
b.Insert a Table into the template. All content should be inserted into cells in the Table.
c.Set the Table grid lines to be invisible
d.Enter, insert or paste content into the XXX template. Images, Logos in .GIF format, URL links are all acceptable
e.Format the Word document.
f.Save the template
5.Insert Mail Merge fields into the Word template
a.Place the mouse cursor at a mail merge insertion point.
b.From the Menu Bar, click Insert Merge Fields (not Insert Word Field).
c.Select the required mail merge field from the list.
d.Click Insert.
e.Click Cancel.
f.Repeat steps a to e for all required mail merge fields.
g.Close the Word window.
h.Save the changes.
Example: Insert Merge Field(s)
