Set up and run a mail merge in Practice Management

Stage one: Set up a template

  1. Select
    Tools
    , then
    Manage Office Document templates
    .
  2. You can create a new template, modify an existing template, or clone a template. There are various reports supplied with Practice Management that may help you set up your templates:
    1. Blank address
      : A blank template with the basic address merge fields.
    2. Engagement cover
      : Contains the address fields and some example text.
    3. Marketing demo
      : Also contains the address fields and some example text.
    4. Label
      : Setup to enable you to create labels, however you would need to edit the template to suit the type of label you are printing.
  3. Select the
    Mailings
    tab to choose the merge fields and select
    insert merge field
    .
  4. Once you've entered the information into a template format, save the file.

Create the mail merge

  1. Highlight the entities you would like to create a document for from the Client or Contact list.
  2. Select
    Create office document
    to launch the Mail Merge wizard.
  3. Select
    Next
    .
  4. Select
    Generate a document using a template
    , then
    Next
    .
  5. Select a template from the list, then
    Next
    .
  6. Add a Reference and/or Signatory as required.
  7. Make sure you have included the
    Signature
    merge data field in your selected template, otherwise the signature will not be included.
  8. Mark the
    Save to FileCabinet
    or
    Save to client/Contact folder
    checkboxes depending on where you want to save the documents.
  9. Specify the default filename format by selecting your chosen parameters from the dropdown list.
  10. Select
    Next
    .
  11. Set any additional options:
    1. Select
      Save datasource file
      to save the file as a Comma-Separated (.csv) file.
    2. Select
      Add note to each recipient's contact history
      and specify a note to track who has received letters.
  12. Select
    Next
    .
  13. If you choose to
    open documents for printing
    :
    1. The letters are created in a Word document
    2. Choose to print each document separated by page breaks or section breaks, and select
      Next
      .
    3. View the summary to confirm that the details and template are correct, then select
      Next
      .
    4. Print the documents, then save and close the file
    5. If you want to save these steps to use again as a Fast Letter, select
      Save Settings to Database
      (leave the box unticked if not applicable.
    6. Select
      Finish
      to close.
  14. If you choose to
    send documents by email
    :
    1. Allow Practice Management access to your email application.
    2. Enter a title in the
      Subject
      field.
    3. Choose whether to send the documents as an attachment or in the body of the email.
    4. Choose  an Output option:
      Send the emails immediately
      ,
      Save the emails in your Drafts folder
      , or
      Open each email
      .
    5. The emails are sent to the primary email for each selected contact/client. If there is not valid email specified, you will receive an alert that asks if you want to proceed.