Designing Mailmerge Letters

Mailmerge allows you to send the same letter to an entire list of people, and change certain items in the letter for each person. For example, you can send a letter to 100 people in a Review List, and the address will automatically change for each letter.

To design a mail merge letter you combine written text (i.e. the body of the letter), with special fields, which indicate where the contact’s name goes, where there address goes, etc.

1. First, press the Output button on the Toolbar.
2. Select the Mailmerge option.
3. A list of your mailmerge documents will appear. You may create a new mailmerge document from scratch, base your mailmerge on an existing document, or use an existing document. To edit an existing document, skip to step 4.
   • To create a brand new mailmerge document, press the Add button in the Toolbar. A new mailmerge document will appear called “Blank Letter”, highlighted in yellow. To change the name, click in the field and enter the new name.
   • To base a new mailmerge document off of an existing one, drag that document to any other line in the Output window. A duplicate will appear highlighted in yellow. To change the name, click in the field and enter the new name.

4. Double click on the mailmerge document you would like to edit (or if you created a new document, double click on that). A window will appear asking you, “Do you want to rename the mail merge letter?” Select yes and hit enter.
5. Two windows will appear side-by-side, with Word on the Left, and a Publicity Assistant 2000 window on the right. In the Publicity Assistant window will appear a list of all available fields for your mailmerge.

   

6. Select design mode.
7. Type your mailmerge document into the Word Document and insert Publicity Assistant merge fields as needed. For example, to create a confirmation letter, you may start with “Dear CONTACT”. Type “Dear” into Word and space, then to insert the FIRST NAME merge field from the list on the right, click on FIRST NAME once to select and double-click to insert.

• When you are done editing your mailmerge document, close the mailmerge design session by clicking in the top right corner of the Publicity Assistant window on the right. This will automatically save your session.

For more information, see:

Creating Mailmerge Letters

Creating Confirmation Letters

Using Publicity Assistant Mailmerge with Word