Running a contacts mail merge with Microsoft Word

Use mail merge when you want to create a set of documents that are essentially the same but where each document contains unique elements. This technique is typically used to create personalised letters and pre-addressed envelopes or mailing labels for mass mailings.

For example, you may want to send letters announcing a new product. A template will be laid out as the required letter with the text detailing information about the product. Data tags will be used to specify the recipients name, address, salutation and perhaps other contact specific information. These tags can be placed anywhere in the template document, within a paragraph of text or on their own. When the mail merge is run, each letter will be personalised to the recipient and will show the information that is applicable to them.

Note: Youmehub’s mail merge feature requires Microsoft Word software installed on your computer. See System Requirements for more information.

Creating a letter mail merge with a list if contacts:
1. Go to the CRM > contacts module.
2. Use the find tool to display or filter the records that you want to use in the mail merge.
3. Select Write > Edit Template form the menu. A folder window will open listing pre-defined contact mail merge templates. Youmehub’s mail merge template files are standard Microsoft Word documents that are linked to a Youmehub mail merge data file.

Note: If you are accessing Youmehub over a network or if you need to navigate to Youmehub’s template folder manually. In the Mac OS Finder or Windows Explorer window go to [path to documents folder]/Youmehub XXX 3.00.01/Documents/Templates/01 Contacts folder.

4. Double click on one of the template files to open it in Microsoft Word.
5. You can now use Microsoft Word’s tools to edit the page layout, fonts, colors and any other customization you require.
6. In Microsoft Word click where you want to insert tag information from Youmehub’s data source.
7. On the Mail Merge toolbar, click Insert Merge Field, and click the merge field that you want to use.

Note: Make sure that you type any spaces or punctuation that you want between two merge fields or after a merge field. You can also format (apply bold or italic formatting to) the merge fields, just as you would with regular text.

8. Repeat steps 6 and 7 for each merge field that you want to add to your document.
9. When you have finished editing the template document, select File > Save As, name the file, and click Save.
10. Close the template document and return back to Youmehub.
11. Select Write > Mail Merge and follow the on screen instructions.
12. When prompted for a Microsoft Word mail merge template file, select the template file you created earlier.
13. Click the Finish button.