Help with Mail Merging

Generating a Mail Merge

  1. Select your sector classification. To select more then one hold down ctrl (on Windows or Linux) or the apple key (on a Mac).

  2. Check any optional columns (Physical Address or Chair Person)

  3. Click the 'Mail Merge' button.

Returned data format and columns

Squares in the Address– If using Excel please ignore the squares that are created by the mail merge in the Address column. The squares represent new line characters and should work correctly when generated into letters.

You can get the mail merge list in two formats:

  1. XLS – for use with Microsoft Excel

  2. CSV (comma separated variable) text file - for use with other applications

If you would prefer the data to be in another format please contact us and let us know.

By default the MailMerge returns:

  • Organisation

  • Sector

  • Common Name

  • Postal Address

  • CEO Job Title

  • CEO Personal Title

  • CEO First Name

  • CEO Surname

  • CEO Name Suffix

  • CEO Letter Greeting Name

You can also optionally select:

  • Physical Address

  • Chair Job Title

  • Chair Personal Title

  • Chair First Name

  • Chair Surname

  • Chair Name Suffix

  • Chair Letter Greeting Name

Recommended Layout example

Below is the recommended way to layout the data when producing the mail merge.

Mr Joe Bloggs QC
Chief Executive
Ministry of Bloggs
PO Box 1234
WELLINGTON

Code of Conduct Review

Dear Mr Bloggs

Once a upon... (rest of letter)



Each different colour represents a column from the mail merge data:

CEO Personal Title: Mr
CEO First Name: Joe
CEO Surname: Bloggs
CEO Name Suffix: QC
CEO Job Title: Chief Executive
Organisation: Ministry of Bloggs
Postal Address:
 		 PO Box 1234
WELLINGTON
CEO Letter Greeting Name:  Mr Bloggs