Using The Mail Merge Wizard

The mail merge wizard allows you to create multiple letters quickly and efficiently. You can use the mail merge to send letters to all customers or filter them by region, contract or equipment expiry date.

To access the mail merge wizard, go to Tools > Mail Merge Wizard.

The first screen on the mail merge allows you to filter down who you want to include within the merge.

You can choose different options to search by, from the company name, postcode, customer, supplier or any custom classifications you may have set up.

Once you’ve chosen your filter criteria, click ‘Search‘ to apply the filter and reveal your results.

Click ‘Next‘ to progress to the next stage.

On the second screen, you have some options on the left side.

‘Mail Merge Into Existing Document’ – this allows you to use a template you have already created previously. Browse to where the file is stored, click ‘OK’ and the merge will begin.

‘Create New Mail Merge Document’ – this allows you to create a new mail merge template. This option will give you two choices – ‘Do Mail Merge Using Default Clik 4 Template‘ or ‘Edit Default Clik 4 Template‘.

If you choose ‘Do Mail Merge Using Default Clik 4 Template’, it will ask you if you want to make any customisations. If you answer ‘Yes’, then it will open an additional window for you to edit the standard template.

Once you’ve made your changes, click ‘OK‘ to save them and you will be returned to the mail merge wizard setup window.

Click ‘Next‘ to start the merge.

If you choose the ‘Edit Default Clik 4 Template‘ option, it will open a new Microsoft Word document.

From here you can customise the look and content of the mail merge.

You can add in additional fields, such as equipment or contract details by clicking on ‘Insert Merge Field’.

When you are happy, save it as a Word document.

Back in the mail merge wizard window, click on ‘Mail Merge Into Existing Document‘ then ‘Select an Existing Template’ and browse to the saved Word document.

Here is what else you can do in the mail merge wizard:

Click on ‘Print Mail Merge List’ and select your template to print a simple list of the addresses you have included in the mail merge.

You can log the communication history for the customers you have sent a mail merge by clicking on ‘Communication’. This also gives you the ability to set a call back in the future.

You can export the addresses by clicking on ‘Export CSV’, this will create a CSV file that can be viewed in Excel.

You also have the option to change any CRM classifications that you have set up, against the selected mail merge addresses.

To apply any changes, you must click on the ‘Reset‘ button for changes to take effect.

When clicking ‘Next‘ to activate the mail merge, you’ll see a summary of the actions carried out.

To complete the mail merge, click on ‘Next‘ then ‘Finish‘.