How do I create Mail Merge letters?

  • Updated

Applies to: Version 5.0
For Version 4.0, please click here to download PDF instructions.

Mail Merge letters are general mailings to your members, potential members, and other contacts. These letters encompass most mailings you may send, except for donation and pledge thank you letters or pledge reminder letters.

Mail Merge letters can be printed for groups of contacts from the Contact Lists screen. They may also be printed for an individual contact by clicking the Print button in the Navigation Bar at the top of a contact record.

Creating a Default Mail Merge Letter

  1. From the Main Menu, go to Setup | Contacts | Mail Merge Letters.
  2. Click "Setup Default Letter."
  3. Using PastPerfect's MS-Word interface, add the information and fields you want to appear on all letters, like your institution's logo, footer information, signature lines, and mail merge fields for the recipient's name and address. The letter you set up here will be the template for all new letters added after you set up or change this letter. Changes will not be applied to existing letters.
  4. To insert a field, place your cursor in the letter where you want the field to appear. Next, single click on the field name in the list of fields on the left, then click the Insert Selected Field button. The field will appear on your letter in angle brackets < >.
    • NOTE: Fields cannot be inserted in a text box. The fields will stay as <fieldname> when the letter is printed.
  5. Once you’ve made your changes, click "Close." Click "Yes" when asked if you want to save the changes.

Creating a new Mail Merge Letter

  1. From the Main Menu, go to Setup | Contacts | Mail Merge Letters.
  2. Click the plus sign button and type the name of the letter in the New Entry field and click "Add." The letter name will be added to the list of letters.
  3. Click the letter name and then click "Compose Selected Letter."
  4. If you have set up a default letter, you will see that when the MS-Word interface opens, saving you time from having to insert the same information and fields on the new letter.
  5. Compose your letter. To insert a field, place your cursor in the letter where you want the field to appear. Next, single click on the field name in the list of fields on the left, then click the Insert Selected Field button. The field will appear on your letter in angle brackets < >.
    • NOTE: Fields cannot be inserted in a text box. The fields will stay as <fieldname> when the letter is printed.
  6. Once you’ve made your changes, click "Close." Click "Yes" when asked if you want to save the changes.

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