Mail Merge: Overview

The Mail Merge Wizard is a feature that allows you to easily create mailing labels, envelopes, and letter documents (such as year-end fundraising letters) using the constituent data stored in the Salsa CRM database.

Mail Merge Workflow

The general idea for mail merges in Salsa CRM is similar to processes using Microsoft Word and Excel. Use the document editing tools to create your letter template. Use the Salsa CRM Advanced Query Wizard to generate the list of people to whom you wish to send your mail merge.

As described below, you will follow a simple process to create letters in Salsa CRM:

1. Create the list of people that will be merged into the letter template.  For general solicitations, create a report of people to receive the solicitation through the advanced query wizard.
2. Create your letter template. The letter template will contain the content of your letter and variables for the data that will be merged into the template. Variable names will exactly match the column headers in the corresponding query results. For example, your letter template will have a variable for the donor’s name such as:

   Dear {{Smart Formal Salutation}}:  

   Typically, the above variable would insert the name in this format as Mr. Smith, however, if you have entered information into the fields on the Salutation Override window on the main constituent page, the override information will replace, or override, Salsa CRM’s ‘Smart’ information.
3. Merge the data into letters. Salsa CRM makes it easy for you to merge your list of people onto a letter template. There are three types of letter templates that you can create in Salsa CRM. Each type of letter template has its own wizard so that you can easily merge constituent information into the template. Use the Mail Merge Wizard to send a large mailing or email.
4. Send the letters. These merged letters can either be letters that you print and send via postal mail or emails that can be delivered electronically.