Initial Exercises—Sales and Marketing 3 (Mail Merge)

Initial Exercises

Purpose: The purpose of this initial exercise is that the instructor will use them for demonstrating the mail merge functionality in Sales and Marketing, which entails:

IMPORTANT
These initial exercises are intended for instructor use.
If you are a student, it is extremely important that you log on to a local Oracle database to maintain your data integrity. If you work on a server database, you will compromise your own exercise data as well as the data of other students. Predictable exercise results require your data to be isolated in your own local database. To install the local database you need to contact the System Administrator.

Creating E-mails using Mail Merge

Purpose: The purpose of this exercise is to show how to use the Mail Merge functionality to insert information from Sales & Marketing into an e-mail. In this case, we want to send an e-mail to all our contacts whose interest is golf.

Windows:
Selections and Views pane

Steps: To complete this exercise, perform the following steps.

  1. In the Selections and Views pane, right-click on Private and click Add Group.
  2. Verify that the category is Private.
  3. Enter Contacts as the name of the group.
  4. Click OK.
  5. Verify that a new group called Contacts now appears in the Selections and Views pane.
  6. Right-click on the Contacts group and click Add Selection.
  7. Enter Contacts–Golf as the name of the selection and click Next.
  8. Click the Plus Sign (+) on the left of the dialog box to expand the Contact table.
  9. Click Interest and on the Interest list, select Golf.
  10. Click the Equal Sign (=).
  11. Verify that Contact.Interest=Golf appears in the criteria field and click Next.
  12. Enter Contacts Golf–Address List as the name of the view and click OK.
  13. Click the Plus Sign (+) on the left of the dialog box to expand the Contact table.
  14. In the Contact table, double-click First Name, Last Name, Phone, Fax, Mobile, and E-mail.
  15. Verify that the fields mentioned above appear in the view area to the right.
  16. Click the Plus Sign (+) on the left of the dialog box to expand the Account table.
  17. In the Account table, double-click Name, Address 1, Address 2, Post Code, City, and Country.
  18. Verify that the fields appear in the view area to the right along with the contact information and click Finish.
  19. Run the selection by double-clicking the view Contacts Golf–Address List in the Selections and Views pane.
  20. Select all the contacts, right-click in the Result pane, point to Send to, and then select Create Mail Merge.
  21. In the Docs tab, select Local in the Use Templates area and select the Sales&Marketing Normal.dot template.
  22. Select the All selected rows check box and click OK.
  23. Verify that Microsoft Word starts.
  24. Click Insert Merge Fields option on the tool bar. Select fields from Insert Merge Fields list , and type the e-mail.
  25. Click the Merge to E-mail icon on the tool bar.
  26. Select the applicable data fields including the e-mail address.
  27. In the Mail message subject line field, type the mail message subject.
  28. Select the Mail format as an attachment check box and click OK.

Note 1: You need to include the e-mail address in the view. If the e-mail address is not included you can not execute step no 26 in above. 

Note 2: The mail is directly sent to all recipients after you have clicked OK in step 28. A recipient will not be able to see who the other recipients are. You cannot undo the merge action.

Note 3: Instead of clicking the Merge to E-mail option, you can also click the Merge to Printer or Merge to New Document options.

Note 4: You can click the View Merged Data option in the mail merge toolbar to check the actual information.