Mail Merge
User Guide
Australia
1300 131 311
www.console.com.au
New Zealand
0508 641 199 www.console.co.nz
Table of Contents MAIL MERGE IN GATEWAY ..................................................................................................................................................... 2 Expert Content Library ........................................................................................................................................................ 2 Setup Gateway To Merge To Microsoft® Word .................................................................................................................. 3 Setup Microsoft® Word To Merge With Gateway .............................................................................................................. 4 Merging Gateway Data Into An Existing Microsoft® Word Template ................................................................................ 5 Creating A New Microsoft® Word Template ...................................................................................................................... 8 Importing an Existing Microsoft® Word Document And Adding Merge Fields ............................................................ 11 Editing an Existing Template ......................................................................................................................................... 13 Creating Signature Templates ....................................................................................................................................... 16 USING WORDPRO FOR EMAIL & SMS TEMPLATES ............................................................................................................... 17 Creating a Wordpro Template .......................................................................................................................................... 17 Mail Merging to Wordpro ............................................................................................................................................. 18 Creating a Default Email Signature In Wordpro............................................................................................................ 20 LABELS ................................................................................................................................................................................... 21 Creating Labels in Wordpro .............................................................................................................................................. 21 Creating Labels in Microsoft® Word ................................................................................................................................. 25 CREATING AN HTML NEWSLETTER ....................................................................................................................................... 30 Creating a Word Template Containing Gateway Merge Fields ........................................................................................ 30
Last updated: 12/11/2012
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MAIL MERGE IN GATEWAY WordPro is a fully featured word processing program, integrated with Gateway. However you also have the option to use Microsoft® Word for your merge documents. Using Microsoft® Word as your editor will allow the inclusion of photos and images in your document templates, the use of Word Art, the inclusion of tables and the inclusion of html links. To ease your transition, Gateway includes an Expert Content library containing 40+ letters and forms ready to use in Microsoft® Word. These may be edited to suit your individual office needs.
Expert Content Library The Expert Content Library included with Gateway is a large collection of Microsoft® Word templates and a series of custom Views and automated Action Plans that are tailored to your respective state or region. The templates cover a wide variety of commonly used letters and forms and are easily accessible whenever Microsoft® Word is launched. Being in Microsoft® Word format, the letters and forms are easy to edit and customise to your own agency requirements.
Last updated: 12/11/2012
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Setup Gateway To Merge To Microsoft® Word To use Microsoft® Word instead of WordPro for your merged documents and letters you will need to have a retail version of Microsoft® Word installed on your computer (2003 or later). Changing your default document editor will only affect your workstation. Other users in your office may continue to use WordPro even though you have changed to Microsoft® Word. You may also change back to WordPro at any time in the future and access your WordPro documents. 1. 2. 3. 4.
NB:
To change your word processor to Microsoft® Word, select Options from the Tools menu. Select the Other tab. Tick the option Use Microsoft® Word to edit documents. Click OK.
Do not tick ‘Combine Contacts during mail merge’ if you intend using mail merge to Email in Microsoft® Word.
Last updated: 12/11/2012
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Setup Microsoft® Word To Merge With Gateway Microsoft® Word must be configured to store all of your shared templates in a single location. 1. Open Microsoft® Word. 2. Select Options from the Tools menu (2003), Word Options from the Office Button (2007), or File, Options (2010) 3. Select the Advanced Tab (2007), Advanced Button (2010) 4. Select the File Locations tab (2003) or scroll down and click the File locations button (2007 & 2010). 5. Highlight Workgroup templates. 6. Click the Modify button and choose the folder location for your shared Word documents. NB: Gateway will install the Expert Content letters into your default Word Templates location, however, we recommend storing your documents in a shared location on the server so they may be accessed by all workstations. 7. Once you have selected a location Click OK.
Last updated: 12/11/2012
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Merging Gateway Data Into An Existing Microsoft® Word Template Follow these instructions to merge to an existing Microsoft® Word template. In our example we are sending a letter to an Owner which includes information about a Tenant. The letter is therefore created from the Tenant file. 1. From the Tenant View, right click on a Tenant file and select New Letter. 2. Choose Owner in the Document To field. 3. Click OK.
4. Microsoft® Word will open. 5. Select the desired Template. NB: The file name of the letter indicates which area of Gateway the letter needs to be generated from. For example, in the Gateway Owner Templates tab file names start with Inspections, Property or Tenant to indicate that this letter should be generated ‘for’ the owner ‘from’ that view.
6. Click OK. 7. Select the Preview Results/View Merged Data button to preview the information merged from Gateway.
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8. Use the arrows to scroll through each record to check details before printing.
9. Select Finish and Merge.
10. For merge letters choose Print Documents. For merge emails choose Send Email Messages. 11. If ‘Send E-Mail Messages’ is selected the Merge to Email dialogue appears. 12. In the To field select ‘contact_email’. 13. In the Subject field, type the email subject. Last updated: 12/11/2012
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14. Choose a mail format.
15. Select all or choose specific records to mail merge. 16. Click OK. If in Tools, Options, Email you have the option to Save Emails and Documents with Tasks checkbox selected, a copy of the merged document will be stored for future reference in the Actions tab of the relevant file.
Last updated: 12/11/2012
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Creating A New Microsoft® Word Template The same process is used to create template letters and template emails. Only the layout of the document will differ. 1. To create a new Microsoft® Word merge template, select Tools, Word from the main Gateway menu. 2. Choose a template type from the drop down menu. For example Tenant. NB: The type you choose will affect which fields are available for mail merging. For example, selecting Owner will only provide access to Owner and Contact fields, selecting Property will provide Property, Owner and Contact fields, selecting Tenant will provide Tenant, Property, Owner and Contact fields etc
3. Choose the recipient. For example Owner. 4. Click OK. 5. In the New window select Blank Document and Template.
6. A new Microsoft® Word Template will open. To include merge fields in the document select the icon for Insert Merge Field. This icon can be found on the Mailings (2007 & 2010) ribbon bar, or Mail Merge (2003) Menu Bar at the top of the screen in Microsoft® Word.
Last updated: 12/11/2012
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7. Using the scroll bar on the right hand side find the required merge field, highlight the desired merge field and select Insert.
8. To insert images click the Merge Image button. 9. You will be prompted with a list of available image fields.
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10. Repeat these steps until all information and merge fields are included in your document. 11. Select File, Save As and give your new template a name. Ensure you save to the same location as your workgroup templates.
Last updated: 12/11/2012
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Importing an Existing Microsoft® Word Document And Adding Merge Fields You may have existing letters in your office that you would like to utilise as merge documents. 1. Save a copy of your documents into the Word Workgroup Templates location. 2. In Gateway select Tools, Word. 3. Choose a template type from the drop down menu. For example Tenant. NB: The type you choose will affect which fields are available for mail merging. For example, selecting Owner will only provide access to Owner and Contact fields, selecting Property will provide Property, Owner and Contact fields, selecting Tenant will provide Tenant, Property, Owner and Contact fields etc
4. 5. 6. 7.
Choose the recipient. For example Owner. Click OK. In the New window select the Document you want to make a template. Select Template.
8. Place you cursor in the document where you would like to include a merge field. 9. Select the icon for Insert Merge Field. This icon can be found on the Mailings (2007 & 2010) ribbon bar, or Mail Merge (2003) Menu Bar at the top of the screen in Microsoft® Word.
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10. Using the scroll bar on the right hand side find the required merge field, highlight the desired merge field and select Insert.
11. To insert images click the Merge Image button. 12. You will be prompted with a list of available image fields.
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13. Repeat these steps until all the required merge fields are included in your document. 14. Select File, Save As and give your new template a name. Ensure you save to the same location as your workgroup templates.
Editing an Existing Template Follow these instructions to edit an existing template: 1. Select Tools, Word. 2. When the New Word Template screen displays select the appropriate area of Gateway for your letter and click OK.
3. Select the template you wish to edit. 4. Select Template. 5. Click OK.
Last updated: 12/11/2012
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6. 7. 8. 9.
Make required changes to the document. Select File, Save As. Save to the Workgroup templates location. Ensure the file is saved as type Template. The Expert Content documents are Word 97-2003 Templates.
10. Select the Template you are replacing or give this template a new file name.
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11. Click Save.
12. Click OK.
Last updated: 12/11/2012
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Creating Signature Templates Follow the instructions for creating a Microsoft® Word Template containing Gateway merge fields. 1. Enter all fixed information such as the words ‘Yours sincerely’; your company details; company logo, etc. 2. Ensure the only fields used in the signature template are User fields eg, user_name, user_nickname, user_mobile, user_email, etc. 3. Merge fields for Company information may also be included; however, unless you have multiple companies, these details may be typed directly into the document. 4. Click Insert Pictures to add the Company Logo or other image. 5. When all details for the Signature Template have been completed select Save As from the File menu. 6. Give your template a recognisable file name such as Blank letter/email with Signature. 7. Save as a Template. When selecting the task New Letter, choose the Signature Template instead of Blank Document. NOTE The task New Email will default to WordPro. To use a Microsoft® Word email template select New Letter or select Print and choose Merge Document.
Last updated: 12/11/2012
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USING WORDPRO FOR EMAIL & SMS TEMPLATES Gateway includes its own word processing package which is the default when New Email or New SMS options are selected. Regular emails and SMS messages may be set up as Template documents.
Creating a Wordpro Template 1. Select WordPro from the Tools menu - a new 'Untitled' document is automatically opened.
2. Type in the fixed text that forms the body of the document. 3. Place your cursor where a merge field is to be entered into the document and select Merge Field from the WordPro Insert menu - the Insert Merge Field dialog box displays. 4. Double-click the table you wish to expand then select the field you require and click Insert.
Last updated: 12/11/2012
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5. Repeat until you have inserted all the fields you require into the body text.
6. 7. 8. 9. 10.
Click Close to exit the Insert Merge Field dialog box and return to your document in WordPro. Complete any formatting to the document such as changing fonts, bold, underline etc. Run Spell Check. Select Save from the WordPro File menu. Check the directory that appears in Save, if this is not the directory you require click and browse for the correct one. 11. Enter a name for the template and click Save. 12. The template document is saved for future use.
Mail Merging to Wordpro Select the records you require in the appropriate view (for example highlight a Tenant file or highlight all Owners). NOTE Merged documents will be created for each individual record selected, based on the data corresponding to the selected merge fields for the record. 1. Highlight the file or files you wish to produce an email or SMS for, right click and select New Email or New SMS. A blank email or sms message will open 2. Select File, Open 3. Highlight the merge template document you wish to use. Click Open
Last updated: 12/11/2012
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4. A copy of the merge template will appear in the email or SMS message. It is not possible to preview the mail merge before sending
5. Click Send A copy of the merged document plus any attachments will be stored in the Actions tab of the highlighted file.
Last updated: 12/11/2012
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Creating a Default Email Signature In Wordpro Create a new WordPro document containing the merge fields you require for your Signature block. NB:
At this time WordPro is unable to support images in the signature block. 1. Select File, Save As Default. The following options will display:
2. Select Save as default for new Emails 3. Click OK Right-click new email will display the default signature block.
Last updated: 12/11/2012
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LABELS Creating Labels in Wordpro WordPro is the easiest way to create and merge labels. You will need to create a WordPro template called Labels. This template may be used for all files to produce labels. 1. If you normally use Word for mail merging, first deselect Word as your Word Processor in Tools, Options, Other.
2. From the Tools menu select WordPro. A new WordPro document will be displayed. 3. From the Insert menu select Merge Field. 4. Expand Contacts and select Address Block. Click Insert.
Last updated: 12/11/2012
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5. Select Tools, Envelopes & Labels. 6. Choose the Labels tab. 7. Select Label Settings and enter the settings for your labels. These settings may be printed on the packet or you may need to measure the labels on the page.
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Margins: Top: The distance from the top of the page to the top of the first label. Side: The distance from the left hand side of the page to the left hand side of the first label. Vertical Pitch: The distance from the top of one label, to the top of the label below, including any space in between. Horizontal Pitch: The distance from the left side of one label to the left side of the next label, including any space in between. Labels: Height: The height of the label. Width: The width of the label. Number Across: The number of labels across the page. Number Down: The number of labels down the page. NB:
If these settings are not setup correctly your labels may print on top of each other.
8. Select Save as Default, and use the X button to close the Envelopes and Labels Window. 9. Save your document and call it Labels. Labels may be merged to Contacts, Owners, Tenants, Sales or Creditors. NB: When a new label size is set up we recommend testing the layout by merging a few records and printing on plain paper then comparing the result with the label paper.
Last updated: 12/11/2012
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To Merge the Label Document: 1. Go to the View and highlight the records you wish to produce labels for. 2. Right mouse click then select New Letter. 3. Select the Labels document. Labels will preview one record per page. It is not possible to preview the labels as they will print. 4. Select Print Merge Labels from the mail merge toolbar
Once complete, remember to return your Word Processor setting back to Word in Tools, Options, Other.
Last updated: 12/11/2012
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Creating Labels in Microsoft® Word 1. Select Word from the Tools menu. 2. Select a Template type of Contact and tick the Combine contacts into one letter option.
3. Highlight Blank Document and under Create New select Template.
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4. From the Mailings ribbon select Labels.
5. Click Options.
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6. Choose the correct label description to match your label type and size.
7. If the label type and size you are using does not appear on the list you may create your own label details by clicking on the New Label button.
8. From the Mailings ribbon select Start Mail Merge. 9. Choose Labels.
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10. Choose the correct label name.
11. From the Mailing Ribbon select Start Mail Merge and select Step by Step Mail Merge Wizard.
12. In Step 3 of 6 in the wizard - Select Recipients - select Use an Existing List. 13. Select Next - Arrange your labels. 14. In Step 4 of 6 of the wizard select More items, Insert Merge Field. 15. From the list of available fields select Contact_Address_Block. 16. Under Replicate Labels in the wizard select ‘Update all labels’.
Last updated: 12/11/2012
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17. Your document will look like this:
18. Close the Mail Merge Wizard Screen. 19. Select Save As and give your label template a name. 20. Close Microsoft® Word. 21. Select the Contact records you wish to print labels for. 22. Select Print. 23. Select Mail Merge. 24. Select the Label template. 25. Select Finish and Merge. 26. Select Print Documents. NB:
It is not possible to preview labels before printing. When a new label size is set up we recommend testing the
layout by merging a few records and printing on plain paper then comparing the result with the label paper.
Last updated: 12/11/2012
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CREATING AN HTML NEWSLETTER Creating a Word Template Containing Gateway Merge Fields 1. To create a new Microsoft® Word merge template, select Tools, Word from the main Gateway menu. 2. Choose a template type from the drop down menu. For example Contact. The type you choose will affect which fields are available for mail merging. 3. Click OK. 4. A new dialogue will open. Select Blank Document. 5. Select Template from the Create New section at the bottom right of the window.
6. A new Microsoft® Word Template will open.
7. Create your newsletter with text, images and merge fields if required. 8. To insert merge fields select the Insert Merge Field button from the ribbon bar. 9. Using the scroll bar on the right hand side find the required merge field, highlight the desired merge field and select Insert. 10. Repeat these steps until all information and merge fields are included in your document. 11. Save this template. Ensure you save to the same location as your workgroup templates.
Last updated: 12/11/2012
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Merging Gateway Data into a Microsoft® Word Template 1. 2. 3. 4.
From the Contact View, right click on the selected Contact files and select New Letter. Microsoft® Word will open. Select the desired Template. Click OK.
Last updated: 12/11/2012
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5. Select the View Merged Data button to view the information merged from Gateway.
6. Select Finish and Merge.
7. 8. 9. 10. 11. 12. 13.
For merge emails choose Send Email Messages. If ‘Send email messages’ is selected the Merge to Email dialogue appears. In the To field select ‘contact_email’. In the Subject field, type the email subject. Choose mail format HTML. Select all or choose specific records to mail merge. Click OK.
Last updated: 12/11/2012
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