IBM Lotus Symphony


Merging fields into documents

You can send out batches of letters that merge fields from a data source. You can select a data source and merge its fields into a new document, and then you can either print the documents or send them by e-mail.

IBM® Lotus Notes® must be installed to use the Send E-mail function. Specify the location of the Lotus Notes installation path in File > Preferences > Symphony > Mail Merge.
  1. Click Tools > Mail Merge. The Mail Merge window displays.
  2. Click Browse to select a file that includes a list of recipients. The file can be one of three file types: OpenDocument Spreadsheet (.ods), IBM Lotus Notes contacts (.nsf), or comma-separated values (.csv). When you select a spreadsheet that has more than one sheet, the Select Table window displays. Select the table that you want to use for the list of recipients and then click OK.
  3. Optional: Click preview and edit the list of recipients if you want to preview and edit the list of recipients. In the preview window, you can select or clear any of the listed recipients.
  4. Optional: Click Create a new document based on the current selection of recipients if you want to create a new document based on the current selection of recipients. This step creates a new document in which the Mail Merge window automatically displays and the current data source and selection of recipients is automatically applied.
  5. Optional: Click Create a new envelope based on the current selection of recipients if you want to create a new envelope based on the current selection of recipients. This step creates a new document in which the Mail Merge window automatically displays. The current data source and selection of recipients is automatically applied, and the Create Envelope window automatically displays.
  6. In the Insert Fields field, select a field that you want to insert into the document and then click Insert.
  7. Optional: If there are predefined fields in the document, you can click Match Fields to match these fields to the current list of recipients. In the Match Fields window, select fields from the data source that correspond to the predefined fields in the document and click OK. The fields from the current data source and the predefined fields display differently in the document. After matching a field, the original field name is replaced with the field name from the current data source.
  8. Click Finish Merge and select from these options:
    • Select Preview if you want to preview each instance of the merged document. You can select or clear any of the listed recipients. You can also click Finish Merge on the toolbar and select Print, Save, or Send E-mail.
    • Select Print to print the document. After setting the print options in the Print window, click OK.
    • Select Save to save the instances of the merged document. You can save all instances as one file or save each instance as a separate file. After setting the save options in Save window, click OK.
    • If you want to send a separate e-mail to recipients of this merged document, select Send E-mail. The document is sent as an attachment. You can select to send the file as .pdf or .odt. Each e-mail address only receives the e-mail and attachment that corresponds to that entry in the data source. You can optionally provide e-mail address in the CC and BCC fields. Click OK.
  9. At any point of the mail merge process, you can click File > Save to save the document mail merge settings. Whenever you open a document with mail merge settings, the Mail Merge window automatically displays.

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