Generating Mail Merge Letters

Mail merge letters are used to automatically send a copy of a letter to multiple contacts. Each letter will be personalized with the contact’s name and address. You create one letter and merge the contact information to that letter creating a personalized letters.

To generate a mail merge letter in Publicity Assistant 2000, follow these steps:

1. Select the project you are working on by clicking on it once in the main window. Press the Output button on the toolbar. The Output Options window will appear.
2. Click on one of the mailmerge options. A list of your mailmerge (or confirmation letter) options will appear. The most useful ones are Mailmerge for creating a mailing from Review Lists, and Confirmation Letters for generating confirmation letters from Promotional Tours.
3. Select the type of mailmerge (or confirmation) letter you wish to create. Depending on how your organization was set up, you will have different options. Select one of the pre-formatted options available to you by double clicking on it.
4. A split screen will appear with Microsoft Word on the left, and a Publicity Assistant 2000 field list on the right. You may use the Next and Previous buttons to cycle through the letters. Notice that details about the contacts change as you move between letters.

Before printing a letter, you may manually alter the letter. Keep in mind, however, that as soon as you alter the first letter these changes will appear in all your confirmation letters. To print each individual letter simple press the print icon on the Word toolbar, then using your Next and Previous buttons cycle to the next letter you wish to print.

You may want to individualize each letter and/or print out more than one confirmation letter at a time, to do this see Printing Mail Merge Letters.

You may also create additional confirmation letters, as well as alter your existing confirmation letters. See Designing Mail Merge Documents for details.

For more information, see also:

Generating Confirmation Letters

Designing Mail Merge Documents

Using Word for Mail Merge