Feedback on: EventPro User Manual - Mail Merge Exhibitor LettersCH6_Mail_Merge_Exhibitor_LettersChapter 6: Exhibitors and Booths > Exhibitor Mail Merge > Mail Merge Exhibitor Letters /Dear EventPro Documentation Department,
Mail Merge Exhibitor Letters
Find the relevant event containing the exhibitors you want to include in the mail merge.
Click on the Exhibitors tab and select the View Exhibitors tab. Click on the Exhibitor List View sub-tab below.
You can include all or selected exhibitors in the mail merge.
1.
If you want to include all exhibitors in the mail merge, you do not need to select or filter any.
2.
You can multi-select specific exhibitors by holding down the Ctrl key and clicking on the exhibitors you want to include in the mail merge.
3.
You can also limit the number of exhibitors you see in the selection grid by setting a filter (refer to Introduction: Common Function, Setting a Filter).
Printer: Print the letters to paper or a PDF writer.
b.
Email: The main email address for the contact you chose when adding the Exhibitor to the event.
c.
AlternateEmail: The Exhibitor contact’s alternate email address. This can also be used for creating a fax mail merge. Some internet service providers can provide faxing capabilities or you may be able to configure your email server to send and receive faxes. Ensure that you entered the correct fax/email information in the Alt. Email field when creating your exhibitors.
d.
Document: Letters are saved in an RTF file, each letter starting on a new page. If you want to print the letters to PDF files, select Printer and choose your PDF writer.
In this screen, the top selection grid contains a list of all Letter Templates.
1.
Check the Selected box(es) next to the Letter(s) you want to send.
2.
To see the preview of the letter you have currently clicked on, check the Letter Preview checkbox.
3.
If you want to edit the template for this mail merge, click to highlight a template and click the Edit Letter button.
a.
The Word Processor opens.
b.
Make your changes as required and save. To review how to use the various functions in the word processor, refer to Word Processor in Chapter 12.
c.
Note that the changes you make here will only be saved for the template as used in this current mail merge. If you want to edit the letter template so that the changes appear for all mail merges and communications, you must return to Setup | Letter/Label Templates and edit the template there.
d.
Close the Word Processor to return to the Mail Merge Wizard.
4.
If you chose Email or Alternate Email as the merge destination, and you choose a Letter Template here, the Letter will be sent as a PDF Attachment to the email. If you want the Letter to be in the body of the email, do not select any Letter Templates here. Later in the process, you will load the appropriate template into the body of the email; see Subject and Body of Communication below.
Select a Communication Method from the drop-down list. This is important if you have marked certain recipients as "Do Not Contact By" certain communication methods. For example, if you send an email mail merge and attempt to include a recipient you have marked to not contact by email, the recipient will not be sent the email.
2.
Check the Update Communications box if you want to save a record of this mail merge communication in the Exhibitor’s Communications tab.
a.
Select a Method from the drop-down list and choose a DefaultReference for the documents sent in the mail merge.
b.
If you do not need to save a copy of the letter and/or body content of the communication, uncheck the Store Letter and/or Store Body/Notes boxes.
3.
If you want to create a Follow Up Action, check the box.
a.
From the Method drop-down list, choose whether you want to create One Action Per Recipient or One Action for All Recipients.
b.
If you select One Action per Recipient, EventPro will create multiple actions (one action for every exhibitor in the mail merge) and attach each action to an exhibitor so that it appears in the exhibitor’s individual Actions tab, as well as the Event’s Actions tab and program Actions screen.
c.
If you select One Action for All Recipients, EventPro will create only one action, which will appear in the Event’s Actions tab and the program Actions screen, but not in the individual exhibitors’ Actions tabs.
d.
Click the Edit Action button to enter the details of the Action. To learn how to create Actions, see Chapter 11: Actions.
4.
You can print or attach reports for each contact in the mail merge.
a.
Check the boxes next to the reports you want to include: Exhibitor Confirmation, Exhibitor Invoice and Exhibitor Receipt.
b.
For each report you include, you can choose the Report Template (there may only be one choice) and Reference (the Communication References you created in your General Lookup Tables) from the drop-down lists.
c.
Select a radio button to indicate the report attachment format you want to use: PDF, TIFF or RTF.
5.
When you are done selecting options on this page, click Next.
Enter a Subject for this communication. This will be the subject under which the communication is saved in the Exhibitor’s records. If you send the communication via email, this will also be the subject header of the email.
2.
If you want to add your personal signature to an email, click the Add Signature button. You can create a signature in your user profile under File | Email Settings.
3.
In the blank area, type in any notes you would like to record regarding this communication. If you want to edit the notes in the word processor, click the Wordprocessor button above the notes area. To review how to use the various functions in the word processor, refer to Word Processor in Chapter 12.
4.
If you chose Email or Alternate Email as the merge destination, any notes you enter in this space will become the body of the email message. If you want to send a Letter Template as the body content of an email, this is the place where you load the template (not the previous page where you had the option to check the Selected boxes). Click the LoadTemplate button/icon. Select the appropriate template and click OK. The letter will appear in the notes field.
If you want to attach reports to the mail merge communication, click the Add Report button.
2.
In the Run Report dialog, select the report you want to attach and click OK.
3.
In the next dialog box, you can choose the printing options for this report. To learn more about these report options, go to Chapter 15: Reports. After you have selected the options you want, click OK. The report will be added as a PDF attachment to the bottom of the window.
4.
To add another report, click the Add Report button again. Continue until you have attached as many reports as you require.
Click Finish. The Confirm box will appear, asking if you want to continue with the merge to your selected destination. Click Yes to continue.
a.
If you chose Printer as your merge destination, the Print window will appear. Select your Printer settings. Click OK.
b.
If you chose Document as your merge destination, the Save Merged Document Towindow will appear. Choose the folder where you want to save the file, type in a file name and click Save.
2.
The Merge Results screen will appear and will build the list of Exhibitors included in the mail merge.
3.
A checked Successful box indicates that the merge was successful.
4.
If the mail merge was not successful for an Exhibitor, the Successful checkbox will be unchecked and there will be an explanatory Error Message. If you have marked certain recipients as Do Not Contact By the communication method used in this mail merge, the recipient will be excluded from the mail merge and the Error Message will indicate that the contact "Does not wish to be contacted by this method". To review how you set the Do Not Contact By list for exhibitors, see Adding Exhibitors to Events.
5.
If you want to print the mail merge results, click the Print button. Select the report options in the Mail Merge Results window and click OK. Adjust your printing options in the Print window and click OK.
