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Emailing to your merge file

Go to Mail Merge->Email To Merge File. The program will send an email message to each record in the merge file that includes an email address.

Note: You should always TEST your bulk email before sending it out:

1. Choose at least three email recipients (could be your office co-workers or family members). Give each tester a Worker or Contact code that means "email test".

2. Generate a merge file for that code, and send your email first to those addresses. Write your text into the space for the mail body.

3. To save your email text, hit Ctrl-A to select all text, and then Paste the selected text into a text editor such as Notepad. (Don't use Microsoft Word because it will leave unrecognizable editing characters in your text.)

4. Once your email text has been saved and your test email sent and proofread, generate a new merge file of your email recipients. When creating a new merge file, you can check the box entitled Email Addresses Only to select only those records with email addresses. Then re-paste your corrected email text and (now safely) send the email message.

You can choose to automatically enter the greeting at the beginning of the text, OR you can enter the mail-merge data yourself in a manner similar to the same feature in the letter-wriring program. However, this program doesn't include the drop-down menu for merge field names, so you'll need to enter them from the following table:


Symbol
Description
<#FILENUM>
File Number
<#KEY>
(I)ndividual, (P)AC/Company, (M)=Vendor
<#PREFIX>
Prefix
<#FIRSTNAME>
First Name
<#MNAME>
Middle Name
<#LASTNAME>
Last Name
<#SUFFIX>
Name Suffix
<#FULLNAME>
Full Name spelled out
<#TITLE>
Title/Position
<#GREETING>
Greeting
<#COMPANY>
Company (if KEY = P or M)
<#ADDRESS1>
First Address Line
<#ADDRESS2>
Second Address Line
<#CITY>
City
<#STATE>
State
<#ZIP>
Zip Code
<#AMOUNT>
Amount
<#ITEMCODE>
Code
<#DESC>
Description
<#ITEMDATE>
Date
<#EMPLOYER>
Employer
<#OCC>
Occupation
<#PHONE1>
Home
<#PHONE2>
Work
<#PHONE3>
Other
<#PHONE4>
Fax
<#EMAIL>
Email
<#CurrentDateLong>
Date spelled out
<#CurrentDateShort>
Date abbreviated