How to do a mail merge (Letter and Email)

There are two types of mailmerge: Letter and Email. Both will be explained below


Instructions - Control - Documents (Mailmerge):

  • Go to Control - Documents - Mailmerge
  • Select the type you want i.e Tenants

  • A screen will appear showing a list of all the tenants
  • Click on the drop down arrow beside Templates and choose the letter that you require
  • Click on the drop down arrow besides Filter and make your selection.First select by agent and select your name then you can drop down the arrow and make another selection ie Rent Arrears, then another box will come up and you can choose the days overdue.

  • Note: If you want to merge with a Diary group, then choose the Filter "Reminders", then another box will come up and you can choose the diary group i.e Chimney
  • You can make as many selections are you want. There is a list on the left hand side of the screen that shows which filters you are currently using. To clear the filters, drop down the arrow on Filter and choose NONE
  • When you are finished click on the MERGE TEMPLATE Icon
  • This will take you to the template letter in the Word processing screen
  • Make any changes to the letter as needed (You cannot make changes to any individual letter, only the main template)

  • Click on Mailings (Top of screen), you can use the arrows to scroll through the letters to make sure they have merged details correctly
  • Click on "Finish and Merge"
  • Choose Print Document" select the correct printer and click OK
  • The letters will print and they will save in the tenants diary as well. (You will get a pop up asking you if you want the letters to save in the diaries - click yes)
  • Once finished close out


The instructions below are for doing a mailmerge by email:

  • You can choose between having your letter as the body of the email or as an attachment.
  • You can also attach another document as well i.e a Newsletter
  • Instructions - Bulk mailmerge by Email
  • Follow the instructions above up to number 6
  • When you filter the selection - this time pick "Filter - with Email"
  • click on the >> and this list will now show all the Owners (Or tenants) that have email addresses.
  • Click on the "Merge File" Icon and this will take you to the main template
  • You are now in the main letter, this will be the body of your email. Make any changes you require.
  • Click on Mailings - then click on Finish and Merge
  • Select "Email Document"
  • A pop up box will appear. Click yes, if you wish to attach another external document to this email, you will then be taken to the browse area to find the document that you want to attach, handy for newsletters.

  • Regardless of what you choose, another pop up box will appear: This one gives you a warning on sending this message as a body to an email, just letting you know about formats. Click OK
  • The email box will pop up, you can change settings here, add a signature, change subject line
  • You can also choose to have the document as the body of the email or you can have the document as an attachment.
  • Click save when complete
  • A Pop up box will appear, informing you that this will automatically merge with all email records
  • Click on yes
  • You will be asked if you would like to store diary entries for each merged documents, important you click yes here, so that you have a permanent record.
  • The screen will sit for a few minutes while the emails send, then you will get a pop up saying that "transmission sent"
  • You can close out now.


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