Definition:
A "mail merge" is a process by which information (e.g. names and addresses) from a database or other list are inserted into a standard document or letter to produce multiple personalised copies.

You can use Booking Pro to start a mail merge using Microsoft Word and your Hirer data by clicking on the Start Mail Merge task on the Hirer page to display the Mail Merge Wizard shown below.

The Mail Merge Wizard is used as follows:

1. Select whether you want to start your mail merge with a new document or use an existing one.
2. Specify whether you want to write to all hirers or just those with bookings after a certain date.
3. Press the Next button to display one of the following forms.

Starting with a new document

When you select the Start a new document option the following form is displayed.

This form is used as follows:

1. The first time you use the Mail Merge Wizard you will probably want to change the template used for new documents to add your logo, address details and apply other formatting. If this is the case click the here option to load the template into Microsoft Word. You can then use Microsoft Word to make the changes you require. When you have finished the changes save the document and close Microsoft Word.
2. Click the Finish button to close the Mail Merge Wizard and open a new document in Microsoft Word using the default template. You can then type your letter and use Microsoft Word's mail merge features to complete the mail merge.
3. When you have completed the merge you can save the document to a folder in case you want to use it again.

Using an existing document

When you select the Use an existing document option the following form is displayed.

This form is used as follows:

1. Click the Browse button and locate the document you wish to use for the mail merge.
2. Click on the Finish button to open the document in Microsoft Word ready to allow you to complete the mail merge.
3. When you have completed the merge you can save the document to a folder in case you want to use it again.

Please note that the instructions for mail merging given below use Microsoft Word 2003. Techniques may vary for other versions of Microsoft Word.

I've never used Microsoft Word's mail merge features before so how do I complete the mail merge?

Microsoft Word uses a task pane to help users complete a mail merge and this is automatically displayed when you click the Finish button. The Mail Merge task pane adopts a step by step approach to mail merging and is shown below.

When you click the Finish button on Booking Pro's Mail Merge Wizard steps 1, 2 and 3 of the task pane are automatically completed so you should click the Next: Write your letter option to move to step 4 as illustrated below.

You can now edit the text of your document using any of Microsoft Word's features. If you would like to insert any additional fields from the Hirer form you can use the More items... option on the task pane.

When you have finished editing your document, click the Next: Preview your letters option to move to Step 5 of the task pane as shown below.

Your letter is then be displayed using your Hirer data. If you don't want a letter for every Hirer you can then use the Edit recipient list... option to select just those Hirers you want included. Then click the Next: Complete the merge option to move to step 6 of the task pane (see below).

This is the final step of the mail merge and you can either use the Print option or the Edit individual letters... option to complete the mail merge.

Can I email my letters rather than print them?

To email your letters use the Merge to Email option on the Mail Merge toolbar (rather than the task pane). The toolbar is illustrated below but you may need to drag it to a new position on your toolbar to be able to view it easily.

Clicking Merge to Email displays the following form.

Simply select the ContactEmail item in the To: dropdown and enter a subject for the email. Finally click on the OK button to send the emails using your email software (e.g. Microsoft Outlook). Please note that when you click the OK button the emails are sent without any further intervention from yourself and you do not have any opportunity to review the emails before sending.

How can I find out more about mail merging?

To find out more about using Microsoft Word's mail merge feature, use the Microsoft Office Word Help option on Microsoft Word's Help menu and search on "how do i do a mail merge".

Can I use Booking Pro to print labels?

You can use Booking Pro to print labels using Microsoft Word by following the instructions found here.