Setting Merge Options for Mail Merge

You can use the Merge Options tab to set the merge options for Mail Merge.

To set Merge Options:

  1. On the Merge Options tab, in the Template field, click the folder to select a template.
    Note: When selecting templates for leads select only those templates which end with "(Lead)".
  2. In the Merge With area, select one of the Infor CRM source options.
    • Current record- Select this option 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 this option 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. From the Output To list, select one of the options, and complete the fields for the selected option. Output to Printer allows you to print address labels or envelopes.
    Email
    1. From the Output to list, select Email. In the From field, the email address for the logged in user is displayed.
    2. (Optional)Click the Address Book to select another user's email address as the sender.
    3. (Optional)Click the Address Book in the CC and BCC fields to select other recipients.
    4. In the Subject field, specify the information to be displayed on the email subject line.
    5. (Optional) In the Attach field, select the type of attachment to accompany the merged document.
    6. In the Format field, the default format for the selected template is shown, however you can select another format.
    7. The Save copy of Email in 'Sent Items' field is selected by default, however you can clear this field.

      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 field, specify 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, specify the message in the field.
      • For a long message, click Message. In the Edit Message window, specify the message, and click OK.
    Printer
    1. From the Output To list, select Printer. The default printer name appears in the field, but you can browse and select another printer.
    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 field, click the folder to select a location for the file.

      The merged file is named with the following convention:Template Name (ENTITY NAME)DATETIME.DOC. In case of contacts or leads with the same name, Infor CRM adds 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 the number of papers or labels to be loaded 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 <Email/letter/fax> prior to sending: You can edit individual merged items before sending. For example, you can add a personal greeting to an individual letter. When this option is selected, the Edit Merged Documents window is displayed during the merge process to allow you to choose documents and edit the contents.
    • Edit template for all records: You can edit the template for this merge. For example, you selected a base letter template, but you might like to add additional merge fields to the template. When this option is selected, the Template Editor opens 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 cannot send merged items to contacts that have specifically asked not to receive items. The Do Not Solicit field appears on the contact and lead detail views.
  6. When you finish setting Merge and History options, click Merge.
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