Consolidated Mailings

The consolidated mailing feature of Publicity Assistant 2000 performs three tasks. It generates labels, creates a packing slip and generates a mailmerge letter.  The mailmerge letter (which is optional) will include in introductory paragraph, paragraphs describing each book to be included in the mailing, and a closing paragraph.  The first step in the consolidated mailing process is to create a paragraph describing each book using the boilerplate feature which is under the Materials Tab within each project window.  To use this feature follow these steps:

1. Open up one of the projects you wish to include.
2. Select the materials tab and click on the “Boilerplate” button. A window will appear.
3. Type the information (or you may paste previously copied text) about this book that you would like to include in your consolidated mailing letter. Close the box and the project.
4. Repeat steps 1-3 for each project you would like to include in your consolidated mailing.

After you have selected the projects you would like to included in your consolidated mailing and created all the boilerplate paragraphs, follow these steps to consolidate your mailings:

1. Click on the Reviews Tab. Select Output and select consolidated mailing. The following window will appear”

2. Choose the projects you wish to include.
3. Click on “intro” button. A window will appear. Type your introduction.  For example, the opening paragraph might read:  We are pleased to send you the [book|books] that you requested. 

Note: Your introductory paragraph will begin after the Dear "first name", which is part of the mailmerge.  Also by using the [singular|plural] format, PA2000 will insert book or books as appropriate.

4. Close the intro box and your changes will be saved.
5. Click the "closing" button.  A window will appear.   Type your closing paragraph.  For example:  For more information, please contact the Publicity Department.
6. Select what you would like to include: galleys or releases or select nothing to include everything.
7. Select the items you want to generate.
8. Click on the consolidate button.

Publicity Assistant will first generate the labels. After you have selected the print tab on your print toolbar, Publicity Assistant will then generate a packing slip. After printing the packing slip, Publicity Assistant will then generate the corresponding mailmerge letters in Word.  These letters are addressed to all the contact included in this mailing. The mailmerge letter will include your introductory paragraph, your closing paragraph, and will only insert the paragraphs that correspond to the books each contact is receiving. This letter can be saved or printed.

IMPORTANT: Fill out the "title" and "author" fields on the notes page of each project that is to be included in the consolidated mailing.