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Idea Transcript
14 Create Mail Merge Documents Mail merge documents can be created using Microsoft Word. These documents are embedded with selected SureClose fields. Mail merge documents can be uploaded to SureClose by a site administrator. The most common use for mail merge documents is letters that will be sent to customers via postal mail which utilize the automatic address functionality.
Objectives
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Download Mail Merge Codes
•
Create a Mail Merge Document with Microsoft Word
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Upload a Mail Merge Document to SureClose
SureClose is a trademark of Stewart Title Company.
SureClose 5.7 Training Guide
Create Mail Merge Documents
SureClose is a trademark of Stewart Title Company.
2
Download Mail Merge Codes You can create mail merge documents in Microsoft Word 2000, XP or 2003. To start with, you will need to locate and download the required merge codes from SureClose.
Steps 1.
From the toolbar in the top right corner, click the Help button.
Result: The Help Index dialog box displays.
2.
Select the Mail Merge Form Letter topic.
Result: The selected topic displays with a link to save a copy of the Header document which contains the required SureClose merge codes.
3.
3
Click the MailMergeDataHeaderXP.doc link.
SureClose is a trademark of Stewart Title Company.
SureClose 5.7 Training Guide
Result: The File Download dialog box displays.
4.
Click the Save button to save the document to your own directory.
Result: The Save As dialog box will display.
5.
Browse to the directory you would like to save the document in and click Save.
Create Mail Merge Documents
SureClose is a trademark of Stewart Title Company.
4
Create a Mail Merge Document You can create mail merge documents from a blank document or a document already created that you would like to convert into a mail merge form. The mail merge form should not contain macros or passwords, and must use only the SureClose field codes.
Steps 1.
Display the Mail Merge toolbar by selecting the View menu, select Toolbars and select Mail Merge. Note: If Mail Merge already is selected, do not deselect.
Result: The Mail Merge toolbar will display.
5
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SureClose 5.7 Training Guide
2.
Click the first button on the Mail Merge toolbar - the Main Document Setup button.
Result: The Main Document Type dialog box will display.
3.
Select the Letters radio button and click OK.
4.
Click the second button on the Mail Merge toolbar - the Open Data Source button.
Result: The Select Data Source dialog box will display.
5.
Place your cursor where you would like to add a merge field. Click the Insert Merge Field button. Note: In the document shown below, generic field names are shown where merge fields should be inserted. Recipient is highlighted so that it will be replaced with the merge field.
Create Mail Merge Documents
SureClose is a trademark of Stewart Title Company.
6
Result: The Select Data Source dialog box will display.
Note: The first section of fields listed in the dialog box is associated with the party you are sending the mail merge to. 6.
Select the desired merge field. Close the dialog box. Add punctuation and spaces to the document as needed.
Result: The merge fields will display in brackets.
7
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SureClose 5.7 Training Guide
7.
Repeat the process until all desired merge fields have been added to the document.
8.
Before you save the final version of the mail merge document, you will need to remove the Header File. Click the first button on the Mail Merge toolbar - the Main Document Setup button.
Result: The Main Document Type dialog box will display.
9. 10.
Select the Normal Word document radio button and click OK. Save the document.
Create Mail Merge Documents
SureClose is a trademark of Stewart Title Company.
8
Upload a Mail Merge Document to SureClose After you create a mail merge document, you will need to upload the document to SureClose in order to utilize it. Mail merge documents go through an approval process by the Customer Care Center that typically will be completed within 24 hours of uploading the new document.
Steps 1.
Click on the Admin tab to view the Site Administration options.
Result: The Upload Form wizard displays.
2.
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Click the Browse button to locate the mail merge document that you saved. Select the document.
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SureClose 5.7 Training Guide
3.
Type in a Description.
4.
Select who the form is to be used by. Select My Company if only the branch that you belong to should have access to the form. Select My Corporation if you would like all branches to have access to the form.
5.
Select Mail Merge Form as the format you would like to import this form to. Click Next.
6.
Leave Undefined document type selected. Click Upload. You will be notified when the form is approved.
Create Mail Merge Documents
SureClose is a trademark of Stewart Title Company.