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12.7.1 - Mail Merge Part 1 - Create a Mail Merge Document Template from Word 2007

May/25/2009

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Using the Mail Merge tool in Tradepoint is a 2 step process. This article focuses on the first step is creating the documents used in Mail Merges with Word 2007.

There is no real limit of the type of Word Documents that can be used in a Mail Merge within Tradepoint. The only two tools necessary to use a Word 2007 document in the Mail Merge Tool in Tradepoint are:

1. Any merge fields have to be set up within a document. Available Merge Field names for CRM information within Tradepoint can be found in this chart below. Word 2007 recommends the double brackets << >> to be used with the Mail Merge feature within Word. Within Tradepoint the single brackets < > will pick up the respective Mail Merge information options.

Tag Description
<CompanyName> or <Name> The name of the contact or Company.
<Title> or <Salutation> The title of the individual contact or staff member of the company.
<Firstname> The first name of the individual contact or staff member of the company.
<Initial> The middle initial of the individual contact or staff member of the company.
<Lastname> The last name of the individual contact or staff member of the company.
<Address> The Address of the Contact formatted Correctly.
<Street1> or <StreetName1> The first street in the contact's address.
<Street2> or <StreetName2> The second street (if any) in the contact's address.
<City> The City in the contact's address.
<Prov> or <Province> or <State> The Province or State of the contact's address.
<Postal> or <Zip> or <PostalCode> The Postal Code/Zip Code of the contact's address.
<Country> The Country (if it exists) of the contact's address.
<Phone1> Primary Phone number of the Contact.
<Phone1Ext> Primary Phone's Extension.
<Phone2> Secondary Phone number of the Contact.
<Phone2Ext> Secondary Phone's Extension.
<Fax1> Primary Fax number of the Contact.
<Fax2> Secondary Fax number of the Contact.
<Cell> Mobile Phone number of the Contact.
<Pager> Pager number of the Contact.
<PagerExt> Pager's Extension (if any).
<TollFree> Toll Free Phone number of the Contact.
<SiteURL> Contact's Web address.
<Email> Contact's Email address.
<SecondaryAddress> Secondary Address of the Contact formatted Correctly.
<SecondaryPhone1> Secondary Phone #.
<SecondaryPhone1Ext> Secondary Phone Extension.
<SecondaryPhone2> Secondary Phone 2 #.
<SecondaryPhone2Ext> Secondary Phone 2 Extension.
<SecondaryFax1> Secondary Fax.
<SecondaryFax2> Secondary Fax #2.
<SecondaryCell> Secondary Mobile Phone #.
<SecondaryPager> Secondary Pager #.
<SecondaryPagerExt> Secondary Pager Extension.
<SecondaryTollFree> Secondary Toll Free #.
<OpenDate> The Opening Date of the Contact.
<CloseDate> The Closing Date (if any) of the Contact.
<DateOfEntry> Date that the Contact was entered into the System.
<Alias> Other name of the contact or company.
<Birthday> The Birth Day of the contact if it is an individual.
<Anniversary> The Anniversary of the contact if it is an individual.
<Manager> The individual's manager.
<Assistant> The individual's assistant.
<UserName> or <WebLogin> The web site login for the personnel.
<Password> or <WebPassword> The web site password for the personnel.
<Notes> Any Notes you have on the Contact. (be careful with this one for obvious reasons!)
<ReferralCompanyName> The name of the referrer.
<ReferralStreet1> Street 1 of the referrer's address.
<ReferralStreet2> Street 2 of the referrer's address.
<ReferralCity> The City of the referrer's address.
<ReferralPostal> The Postal Code/Zip of the referrer's address.
<ReferralCountry> The Country of the referrer's address.
<ReferralPhone1> The Primary Phone number of the referrer.
<ReferralPhone1Ext> The Primary Phone number's Extension of the referrer.
<ReferralPhone2> The Secondary Phone number of the referrer.
<ReferralPhone2Ext> Secondary Phone's Extension.
<ReferralFax1> Primary Fax number of the referrer.
<ReferralFax2> Secondary Fax number of the referrer.
<ReferralCell> Mobile Phone number of the referrer.
<ReferralPager> Pager number of the referrer.
<ReferralPagerExt> Pager's Extension (if any).
<ReferralTollFree> Toll Free Phone number of the referrer.
<ReferralSiteURL> Contact's Web address.
<ReferralEmail> Contact's Email address.
<ReferralSecondaryAddress> Secondary Address of the referrer formatted Correctly.
<ReferralSecondaryPhone1> Secondary Phone #.
<ReferralSecondaryPhone1Ext> Secondary Phone Extension.
<ReferralSecondaryPhone2> Secondary Phone 2 #.
<ReferralSecondaryPhone2Ext> Secondary Phone 2 Extension.
<ReferralSecondaryFax1> Secondary Fax.
<ReferralSecondaryFax2> Secondary Fax #2.
<ReferralSecondaryCell> Secondary Mobile Phone #.
<ReferralSecondaryPager> Secondary Pager #.
<ReferralSecondaryPagerExt> Secondary Pager Extension.
<ReferralSecondaryTollFree> Secondary Toll Free #.

2. The document has to be saved as a Word template. This option is found in the Save As options within Word 2007.

Once a Word 2007 document has been saved with the respective mail merge fields as a Word template (file extension .dotx)the Document template can then be set up within Tradepoint.

3. From the Tools Tab click on the Documents icon under Templates. This is where any Document Templates for use in the Mail Merge Tool will be set up.

The initial screen shown will look blank. If there are no document templates then click the 'New' icon in the lower left corner. If there are document templates already set up then click the search icon to show them.

Click the 'New' icon to create a New document template. Choose the following options once the window opens:

a. Document Category from the drop down menu
b. Import Document - To Import your Document from an external source
c. Browse for the Word Template location

Once the location of the file is found it will appear in the Import Document field.

Once the Save button is clicked the new Document Template will appear within the list of templates on the left.

Now the Document Template is ready to be used within the Mail Merge Tool.
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