Mail Merge and Templates—Exercises
Main Exercise
Purpose: The purpose of these
exercises is to introduce basic mail merge routines.
Windows:
Sales and Marketing main window
Creating Letters Using Mail Merge
-
If you have
a group in your Private folder in the Selections and Views pane called Companies,
continue with step 6. Otherwise, continue with step 2.
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In the
Selection and Views pane, right-click on Private and then
click Add group.
-
The
Add Group dialog box will be opened. Verify that
the category is Private.
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Enter
Companies as the group name and click OK.
-
Verify that
a new group called Companies now appears in the Selection and Views
pane.
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Right-click
on Companies and then click Add selection.
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The
Add Selection dialog box will be opened. Enter
Contacts on C-accounts as the name of the selection and click Next.
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Click the
Plus Sign (+) on the left of the table name to expand the Company table.
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Click
Name.
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Click the
Question Mark (?) and then (=*).
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In the
Criteria window, verify that the criterion Company.Name=* ?
appears.
-
Click
Next.
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The New
View dialog box will be opened. Enter
C-accounts – Contact List as the name of the view and click OK.
-
Click the
Plus Sign (+) on the left of the table name to expand the Contact table.
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In the
Contact table, double-click First Name, Last Name, Phone,
Fax, Mobile,
and E-mail.
-
Verify that
the fields appear in the view area to the right.
-
Click the
Plus Sign (+) on the left of the table name to expand the Company table.
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In the
Company table, double-click Name, Address 1, Post code,
City, and
Country.
-
Verify that
the fields appear in the view area to the right along with the contact
information.
-
Click
Finish.
-
Execute the
selection by double-clicking the view C-accounts - Contact list
in the Selection and Views pane.
-
Enter C in
the Company.Name=* ? field and click OK.
-
Verify that
a list of contacts appears in the
Result pane.
-
Right-click
in the
Result pane, point to Send to, and then
click Create mail merge.
-
Click the
Docs tab and select the
Sales&Marketing Normal.dot
template.
-
Select the
All rows check box and verify that the Edit template in Word
and/or Execute Mail Merge checkboxes are not selected.
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Click OK.
-
Verify that
Microsoft Word starts.
-
In the
Insert merge fields list, select the fields you want to merge (for example
account name, address, post code and city) and
type the letter.
- Click the Merge to
New Document icon.
-
Verify that
you have one page for each record from the selection in Sales &
Marketing. All records will be included in a document.
Creating E-mails Using Mail Merge
-
In
the Selection and Views pane, check if you already have a selection
to find all IT Managers. If you do, continue with step 13. If you do
not, continue with step 2.
-
Right-click
on your private group Contacts and then click Add selection.
-
The
Add Selection dialog box will be opened. Enter
IT Managers as the name of the selection and click Next.
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Click the
Plus Sign (+) on the left of the table name to expand the Contact table.
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In the
Job Role list click IT.
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Click the
Equal Sign (=).
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In the
criteria window, verify that the criterion Contact.Job Role=ITappears.
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Click
Next.
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Enter
IT Managers Address list as the name of the view and click OK.
-
Click the
Plus Sign (+) on the left of the table name to expand the Contact table.
-
In the
Contact table, double-click First Name, Last Name, Phone,
Fax, Mobile,
and E-mail.
-
Verify that
the fields appear in the view area to the right and click Finish.
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Run the
selection by double-clicking the view IT Managers - Address
list.
-
Verify that
a number of IT Managers appear in the
Result pane.
-
Right-click
in the
Result pane, point to Send to, and then click
Create mail merge.
-
Click the
Docs tab and select the
Sales&Marketing Normal.dot
template.
-
Select the
All rows check box.
-
Click OK.
-
Verify that
Microsoft Word starts.
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Select
fields from the Insert merge fields list and insert the fields
you want to merge and type the
e-mail. (Make sure you select contact_E-mail)
- Click Finish & Merge button.
- Choose Send E-mail Messages option.
- Select contact_E-mail as the value in the To field.
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Select the
Mail format as an attachment.
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Click OK.
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Your document is directly sent to all recipients from the list in
Sales & Marketing.
Note: The mail is directly sent to all
recipients after you have clicked OK (step 25). The recipient will not see
who else got the same mail. You cannot undo the merge action.
Creating Labels Using Mail Merge
-
On the
Edit menu, click Extended Search.
- The
Extended Search
dialog box will be opened. In the Table list, click Company.
-
In the
Loyalty field list, click Good.
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Click
Search.
-
Click
Close to close the Extended search dialog box.
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Verify that
a result appears in the
Result pane.
- In the
Result pane, right-click, point to Send to, and then click
Create mail merge.
- Click the
Docs tab and select the Sales&Marketing Normal.dot
template.
- Select the
All rows check box.
- Click
OK.
- Click Start Mail Merge and select the Labels option.
- Select Label Vendor and Product Number and click OK.
- Insert merged fields.
- Click Preview Results to view the results.
- Click Propagate Labels
option.
- Click View Merged Data
option.
Creating and Saving Templates for
Letters
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Performing a quick search, look for the account Customer 1000.
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On the
Contacts tab in the
Relation View tabbed pane, select the contact Jorge DeFreitas.
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Right-click
on the record, point to Send to, and then click Create mail merge.
-
The Choose Document
dialog box will be opened.
-
Click the
Docs tab and
select the
Sales&Marketing Normal.dot
template and click OK.
-
Insert the
Company_Name, Company_Address_1, Company_Post_Code, and
Company Country fields by selecting them from the Insert Merge Field
list. Begin the letter by typing Dear Contact_First_Name.
-
Save the
template as a .dot file and browse to the Installation folder for Sales &
Marketing (default): C:\Program Files\IFS Applications\Sales and Marketing\Docs.
-
Verify that
the template appears as a template option the next time you send information
from Sales & Marketing as described in step 5 above.
Create Customer/Contact Cards
-
Performing a quick search, look for the account Customer 1000.
- Right-click, point to Send
to, and then point to Reports and select Customer or Contact.
- A printer friendly report will appear listing
all the customer/contact details.
Note: If you have no reports
available, enter the path to the installation folders for reports in the
Folders tab in Tools/Settings.