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 .
- Click . The Mail
Merge window displays.
- 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.
- Optional: Click
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.
- Optional: Click
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.
- Optional: Click
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.
- In the Insert Fields field, select
a field that you want to insert into the document and then click Insert.
- 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.
- 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.
- At any point of the mail merge process, you can click to
save the document mail merge settings. Whenever you open a document
with mail merge settings, the Mail Merge window
automatically displays.