Produce Letters/Emails from a Contact List

From a contact list, you have the ability to produce mail-merge documents for all contacts on a particular list. The documents may be printed to PDF or emailed directly to the intended recipients. Mailing labels are also available to print. Plus, it is easy to exclude contacts marked as Stop Mail or Deceased from the mailing.

Before following these steps, be sure the document you want to produce has been set up under Contacts Settings | Letter & Email Templates.

Produce Mail-Merge Letters/Emails from a Contact List

1. Click the List Name for which you want to produce documents on the Contact Lists Query screen
2. Click "Letters & Labels."  The Bulk Mail Letters screen will open as a pop-up window.
3. Select the document you wish you print using the Letter drop-down list
   • You may click the "View Letter" button to verify that the letter is the one you want.
4. Make your selections regarding stop mail and deceased contacts:
   • Less those with Stop Mail selected will exclude any contact on the list marked as Stop Mail.
   • Less those deceased will exclude any contact on the list marked as Deceased.
5. If you plan to print the document, make your selection regarding contacts with primary email addresses:
• Less those with primary email address will exclude any contacts on the list who have a primary email address.
6. If you plan to email the document, make selections regarding secondary and other email addresses:
   • Include Secondary email addresses will send a separate email to any email address listed under Secondary for the contacts on the list
   • Include Other email addresses will send a separate email to any email address listed under Other for the contacts on the list
7. Click the appropriate button to produce the document:
   • Print Mailing Labels: Prints mailing labels for the contacts listed as Available to Print
   • Print Letters to PDF: Creates and downloads a PDF file of the letters for the contacts listed as Available to Print. The PDF can then be printed.
   • PDF Preview of Email: Creates and downloads a PDF file of the emails for the contacts listed as Total Emails to Send
   • Send All Emails Now: Emails the document to the contacts listed as Total Emails to Send
8. Choose whether you want to add the entry to the Mail & Contact Log