Idea Transcript
Table of Contents Mail Merge Fields _________________________________________________________________________ 3 Mail Merge Setup _________________________________________________________________________ 5 Processing a Mail Merge Document ___________________________________________________________ 7 Creating a New Document ________________________________________________________________ 8 Editing a Document ______________________________________________________________________ 9 Loading a Document ____________________________________________________________________ 10 Selecting Mail Merge Recipients ____________________________________________________________ 11
1
Mail Merge With ACS Mail Merge, you can create letters, mailing labels, and envelopes for a group of individuals or for a single individual in your database. You can merge to an existing document or you can create a new one. You can insert data fields from the People, Contributions, and Organizations fields into your document.
2
Mail Merge Fields Once your document is open, you can insert mail merge fields based on the options you chose in setup.
Additional Field Information FamNumber Displays the family number automatically assigned to each family entered into the database. IndNumber Displays the individual number automatically assigned to each individual entered into the database. Label Displays the individual or family label name. Salutation Displays the individual or family salutation. Children Displays the children's first names. ChildFull Displays the children's full names. Field1-10 Fields 1 - 10 are the Special Fields selected from Mail Merge Setup. Company Displays the company name entered with the address. CCode Displays the carrier code entered with the address. Endorsement Displays the endorsement line. BarCode Displays a barcode on the document. CBStartDate Displays the pledge start date. CBStopDate Displays the pledge stop date.
3
QTDTotal Displays the quarter to date total for all funds selected in Mail Merge Setup. YearTot Displays the year to date total for all funds selected in Mail Merge Setup. NotSel Displays the total amount of gifts for all funds that were not selected in Mail Merge Setup. AllGifts Displays the total amount of gifts for the selected funds for the entire year. For example, if the selected date range in Mail Merge Setup is 1/1/2012 - 6/30/2012, the total for the AllGifts field would be from the date range 1/1/2012 - 12/31/2012. GiftsThisPeriod Displays the total amount of gifts for the selected funds and selected date range in Mail Merge Setup. FundCode1-20 Displays the fund code number. For example, if you selected the Budget Fund and this is code 100 in your database, the number 100 displays. Fund1-20 Displays the name of the fund, for example, Missions Fund. PldF1-20 Displays the pledge amount for the fund. QTDF1-20 Displays the quarter to date amount for the date range selected in Mail Merge Setup for the fund. YTDF1-20 Displays the year to date amount for the year selected in Mail Merge Setup for the fund. GiftsThisPeriodF1-20 Displays the total amount of gifts for the fund for the selected date range. PREF1-20 Displays the total amount of prepayments received for the fund. PLTDF1-20 Displays the pledge to date amount for the date range selected in Mail Merge Setup for the fund. CurBal1-20 Displays the current pledge balance for the fund. NYTPF1-20 Displays next year's total pledge amount.
4
Mail Merge Setup After you select the recipients for your mail merge, you will need to select your setup options. You will then create a new document, load an existing document previously created, or edit a document that has already been loaded into the Mail Merge window. To set up mail merge options 1. In the Mail Merge window, click Mail Merge Setup. 2. Select the options you want on the Name Settings, Special Fields, Contributions, and Merge Options tabs. 3. Click Process. 4. Click Close.
Additional Field Information
Name Settings Record Selection Select to process the mail merge for Everyone, to send One Per Family, or One Per Contributor. Address Selection Select which address type you want to use for the mail merge. For example, the mailing address or primary address. Label Select to use formal or informal label names. Salutation Select to use formal or informal salutations. Label Options If you selected One Per Family under Record Selection, you will have the option to include children's names. If you select to Expand Children, this will list each child's name in the label. If the option to Expand Children is not selected, the label name will appear as Mr. and Mrs. James Aaron & Family, for example. You can also indicate if only children are in your search results. Sort Order Select the order to sort your mail merge document by.
5
Special Fields Select Fields Select up to ten special fields that you want to insert into your mail merge document. For example, Date of Birth, Member Status, and Preferred E-mail.
Contributions Select Funds Select the funds that you want to include Contributions data from in your mail merge document. Posting Period Enter or select the posting period date range you want to use for the Contributions data in your mail merge document.
Merge Options Document Type Select the type of mail merge document you want to create. Return Address Options Select to omit or include the return address in your mail merge document. If you select to use the return address, you can select to include the church name. This option is only available for Form Letters and Envelopes. Currency Field Options Select whether to Include Cents and whether to include a comma between thousands by selecting Include Thousands Separator. Data Source Type Select the data source type for your mail merge, for example, Microsoft® Word® Mail Merge.
6
Processing a Mail Merge Document When processing a mail merge, you can load a document that has been previously created, edit a document that has already been loaded into mail merge, or create a new document.
7
Creating a New Document When you create a new document for mail merge, select your recipients and select your options in Mail Merge Setup first. To create a new document for mail merge 1. In the Mail Merge window, click Mail Merge Setup. 2. Select the options you want on the Name Settings, Special Fields, Contributions, and Merge Options tabs. 3. Click Process, then click Close. 4. In the Mail Merge window, click Create New Main Document.
8
Editing a Document If you have previously loaded a document that you want to use for your mail merge, select your recipients, select your mail merge setup options, then edit the document. To edit a previously loaded document 1. In the Mail Merge window, click Load Document. 2. Select the document you want to edit, then click Mail Merge Setup. 3. Select the options you want on the Name Settings, Special Fields, Contributions, and Merge Options tabs. 4. Click Process, then click Close. 5. In the Mail Merge window, highlight the document you loaded, then click View/Edit Main Document.
9
Loading a Document After selecting your mail merge recipients, you can load a previously created document to process. Select your options in Mail Merge Setup then edit the document. To load a document for mail merge 1. In the Mail Merge window, click Load Document. 2. Select the document you want from your hard drive. 3. Click OK. 4. In the Mail Merge window, highlight the document you loaded, then click Mail Merge Setup. 5. Select the options you want on the Name Settings, Special Fields, Contributions, and Merge Options tabs. 6. Click Process, then click Close. 7. In the Mail Merge window, highlight the document you loaded, then click View/Edit Main Document.
10
Selecting Mail Merge Recipients You can process a mail merge for a group of individuals or for just one person. If you are processing a mail merge for a group, you will select these individuals through Searches. You can use the Edit Results option in Searches to select the individuals you want if they do not have search criteria in common. If you are processing a mail merge for just one individual, you will select this individual through the Find Person window. To process a mail merge for one individual 1. Under Manage Records, select the People tab. 2. In the drop-down list, select View/Edit Individual and click Go
.
3. Select the individual you want to process a mail merge for, and click View/Edit. 4. On the Profile tab, click Send Letter
.
To process a mail merge for a group of individuals 1. Under Searches and Reports, click Searches. 2. Select your search criteria and process the search, or load a previously saved search. If necessary, you can edit your search results to remove or add individuals. 3. On the Search Information tab, click Mail Merge.
11