Setting Merge Options for Mail Merge

The Merge Options tab lets you set the merge options for Mail Merge.

To set Merge Options

1. On the Merge Options tab, in the Template box, click the folder to select a template.
   When selecting templates for leads select only templates that end with "(Lead)".
2. In the Merge With area, select one of the Infor CRM source options.
   • Current record - Select to use the current record in focus. The source information might contain a contact for the account, contact, or opportunity record in focus or a lead.
   • Current Group - Select to use the current contact, account, opportunity, or lead group in focus. The source information contains contact names, account names, lead names, and addresses.
   • Specific Group - Select a group from the list. The source information are contact names, account names, lead names, and addresses for the group.
   • Specific - Select Account or Opportunity from the list and then use the lookup to find a record. Account - The source information are contact names, account name, and addresses. Opportunity - The source information are contact names, account name, and addresses associated to the opportunity.
3. In the Output To list, select one of the options, and complete the information boxes for the selected option. Output to Printer allows you to print address labels or envelopes.

   • E-mail

     1. From the Output to list, select E-mail.
        In the From box, the e-mail address for the logged in user appears.
     2. (Optional)Click the Address Book to select another user's e-mail address as the sender.
        
     3. (Optional)Click the Address Book in the CC and BCC boxes to select other recipients.
     4. In the Subject box, type the information you would like to appear in the subject line of the e-mail.
     5. (Optional) In the Attach box, click the arrow next to the folder, and then select the type of attachment to accompany the merged document.
     6. In the Format box, the default format of your selected template is shown, but you can select another format.
     7. The Save copy of e-mail in 'Sent Items' option is checked by default, but you can clear the option.
        This option saves a copy of all merged messages in the Outlook or the Mail Client Sent Items folder.

   • Fax

     1. From the Output to list, select Fax.
     2. In the Subject box, type a subject.
     3. In the Cover Page list, do one of the following:
        • Keep the default cover page that appears.
        • Click the arrow and select a different cover page.
        • Click the arrow and select No Cover Page.
     4. To include a message on the cover page, do one of the following:
        • For a short message, type the message in the box.
        • For a long message, click Message. In the Edit Message dialog box, type your message, and then click OK.

   • Printer

     1. From the Output To list, select Printer. The default printer name appears in the box, but you can browse to another printer and select.
     2. (Optional)To configure the printer, click Printer Properties.
     3. To print address labels or envelopes, click Create Address Labels.
     4. To format address labels or envelopes, click Configure Labels.

   • File

     1. From the Output To list, select File.
     2. In the Directory box, click the folder to select a location for the file.
        The merged file will be named with the following convention:Template Name (ENTITY NAME)DATETIME.DOC. In the case of contacts or leads with the same name, Infor CRM will add a number to the name if a file already exists with that name.
        Example:
        Default Letter (Keith Abbott) 07-13-2005 14.07.17PM.doc
        Default Letter (Keith Abbott2) 09-14-2005 12.11.43PM.doc
4. To estimate how much paper or how many labels to load in the printer, click Count to view the mail merge count information.
   From the count information, you can also find out if there are missing e-mail addresses and fax numbers before merging.
5. In the Merge Options area, select one or more of the options. The available options are dependant upon the type of output you selected.
   • Edit individual <e-mail/letter/fax> prior to sending
     • You want to edit individual merged items prior to sending. For example, you can add a personal greeting to an individual letter. When this option is selected, the Edit Merged Documents dialog box is displayed during the merge process to allow you to choose documents and edit the contents
   • Edit template for all records
     • You want to edit the template for this merge. For example, you selected a base letter template, but you would like to add additional merge fields to the template. When this option is selected, the Template Editor will open during the merge process to allow edits to the template
   • Do NOT send to contacts marked "Do Not Solicit"
     • This option is selected by default as you do not want to send merged items to contacts that have specifically asked not to receive items. The Do Not Solicit checkbox appears on the contact and lead detail views.
     • You can clear the option to send merged items to all contacts
6. When finished setting your Merge and History options, click Merge.

Related Topics

Setting History Options for Mail Merge

Using Mail Merge