How do I Mail Merge?


Quick Overview

Mail Merging currently begins in the Address Book or in the Word Processor.

1.

Open the Address Book.

2.

Mark all records to be included in the Mail Merge. (Use the space bar to place an X at the left of the highlighted record.)

3.

Select Print-->Letter from the barmenu. (You may select the WORD Mail Merge option if you would rather use Microsoft WORD.)

4.

Select File-->Print Mail Merge from the barmenu.

5.

Select the output method from the drop-down menu.

6.

Press the OK button.


How do I create a Mail Merge document?

The steps below will assist you in creating a document that contains the contact's address and company information, a greeting, and your personal address. You can create a series of specific documents tailored to your unique contact needs by using the principles outlined below. Let's begin.

1.

Open the Word Processor (using the icon on the left of the screen).

2.

Use the Insert Merge Field drop-down menu to select the merge field.
Insert Merge Field Screen

a.

Select a merge field by scrolling down the list and highlighting the merge field of your choice. For training purposes, select {Address Block with Company}. This will automatically add the contact information in the Primary fields of a selected contact card.
Note: If you click on the Mail Merge Bar, you can start typing the name of the field (if you know it) and it will match the text. This is much quicker than scrolling down the list, especially if you already know the name of the field you are trying to insert.

b.

Click the mouse or press the [Enter] key to paste that field into your document automatically.

c.

Repeat this step for each merge field entry.

Note: Be sure to add any spaces or punctuation after each Merge Field.

Note: Use caution when deleting the extra space that is inserted at the end of each Merge field. If you insert a comma and then remove the space, for example, you will not be able to gain access to that area again. If this occurs, delete the Merge Field (see below) and insert it again.

3.

Type Dear and the insert the "Greeting" field.

a.

Press the arrow to the right of Insert Merge Field.

b.

Type the letter g to find the first "G" in the list.

c.

Highlight Greeting and press the [Enter] key.

Note: Be sure to add any spaces or punctuation after each Merge Field. (For example the comma after a Greeting.)

4.

Type the body of the letter.

Note: You can insert a merge field into a document by repeating Step 2 at the point you need the Merge Field.

5.

Enter the Closing.

Note: Be sure to hit Enter twice to leave space for your signature on the printed copy.

6.

Use the Insert Merge Field drop-down menu to select the {User Address Block}merge field.

a.

Address Block with Company -

Enters the Primary Name, Company, Address, City, State, Zip.

b.

Address Block without Company -

Enters the Primary Name, Address, City, State, Zip.

c.

Referred by Address Block with Company -

Enters the Referred By Name, Company, Address, City, State, Zip.

d.

Referred By Address Block without Company-

Enters the Referred By Name, Address, City, State, Zip.

e.

Registered User Address Block -

Enters the Registered User Name, Company, Address, City, State, Zip.

f.

User Address Block -

Enters the User Name, Company, Address, City, State, Zip.

7.

Save the page by selecting File-->Save from the barmenu.

a.

Enter the Filename of the document.

b.

Enter the Description of the document. This will help you identify this document later.

c.

Enter the E-Mail Subject. This will automatically be inserted into the subject field if you use an E-mail Mail Merge.

8.

Press the OK button


How do I delete a Merge Field?

1.

Click the mouse into the Merge Field you want to remove.

Grayed Out Merge Field

2.

Press the Delete key on your keyboard.

Note: If you find that the Merge Field does not delete, try clicking on another line (not a field) and then repeat Step 1.


How do I edit an existing document and add Merge Fields?

This may be a quick way of creating a series of templates for special occasions. Then you would only type the body of the letter, for example, to create a "personalized" form letter.

1.

Open the Xi Word Processor.

2.

Use File-->Open to open an existing file. For training purposes, select Agent01.txm.

3.

Click the mouse at the word "Here," hold the mouse button and drag the cursor to the last word in the body, "sale."

4.

Release the mouse button and press the Delete key on your keyboard to remove the body of the letter.

5.

Click your mouse into the <<RegisteredUserName>> Merge field and press the Delete key on your keyboard.

6.

Click your mouse into the <<RegisteredUserCompany>> Merge field and press the Delete key on your keyboard.

7.

Use the Insert Merge Field drop-down menu and select User Address Block.

8.

Select File-->Save As from the barmenu.

9.

Enter the filename as 1-template, the description as Add only the Body, and leave the E-mail Subject blank.

10.

Press the Save button.


Mark-It How-To Document