Conduct a Mail Merge to Contacts
The following tutorial demonstrates how to conduct a Letter Mail merge as a bulk communication to your contact database.
Alternatively you can create the mail merge via properties not contacts. If this method is chosen you are able to merge information using variables from both the property record AND the related contact record. For example send a letter to all prospective vendors attached to all current appraisals properties. - click here to learn more
Hints
- If the mail merge is going to all Vendor's then the Vendor Variables must be used and the contact must be ticked as a Vendor (Contact Class).
- If the mail merge is going to range of contacts in your database, with different contact classes eg. combination of buyers, vendors, solicitors etc. you can use the Contact Variables.
- For Contact Variable Best Practice - Rules and Recommendations - click here
1. Click Contacts from the main menu
2. Click Advanced Search on the left panel
3. Complete an Advanced Contact Search to generate your list of recipients
4. Click the Letter Icon at the top of your search results 
5. Select Template from the Select Template drop-down
Please note: if you wish to create a new, edit existing or copy a letter template simply select the template from the select a template drop-down, construct/edit your letter in the Edit Template box and click Save Template
The Edit Template box allows you to:
- Add/Edit the text in the template using the formatting tools. (If pasting from Microsoft Word, please use the paste from word tool
or better yet only paste plain text from notepad.) - Add/edit the variables using the red V icon - for Contact Variable Best Practice - Rules and Recommendations - click here
- Click Save Template to Create a New Letter template or Update Existing Template
6. Select which staff member you will be sending the Mail Merge from. (Regular Users can create Mail Merges on behalf of anyone else in their Team, Admin/Master can do this on behalf of anyone in the office).
7. Edit the template as you wish (changes will only be saved to the template if you click Save Template)
8. Click Save & Proceed
9. Refine your recipient list
10. Click Save & Proceed
11. On the Preview Letter tab you can view all letters that will be generated with their variables filled. Use the green arrow buttons to navigate through the preview letters.
*Note: All missing Variable data will be highlighted as follows: #BUYER#
11. You may also attach a note to each contact. Tick the Add note/history checkbox, then enter a Headline and Description
12. Click Generate Mail Merge. Your mail merge will open in a new browser tab
*Note: To print one letter per page without any page number or URL bars you will need to set up your Print Settings
