Why?

• Pull in custom Redtail fields not available in the default Mail Merge List, allowing for more tailored and relevant communications.
  
  
• Use your Custom Export templates to include exactly the contacts you need; preset field lists no longer limit you!
  
  
• Combine Redtail CRM data with Microsoft Word mail merge to streamline bulk communications like letters, forms, or client notices.

 

 

 

What?

When running mail merges within Redtail CRM itself, you choose from Redtail's Mail Merge Fields list of fields you want to include in your merged documents. If you want to run mail merges based upon Redtail data that you can't pull from that list, however, you still accomplish this by creating a Custom Export that includes all of your desired fields. Run that Custom Export for the contacts that you want included in your mail merge and use the resulting spreadsheet file as your list when creating your mail merge within Microsoft Word itself.

 

Related Articles:

• How-To Run Mail Merges in Redtail
• Mail Merge Fields
• Manage Your Account: Custom Export Templates + Custom Exporting in Redtail

 

 

 

How?

BEFORE STARTING: As this is a function of Microsoft Word rather than Redtail CRM, Redtail support only assists you with creating your Custom Exports and/or creating the export file that you use with Word. Questions on building mail merges with this data in Microsoft Word should be directed to Microsoft support.

 

While the steps in this article might be slightly different if using other versions of Word, you can easily find instructions (for running mail merges using an Excel list for those other versions) on Microsoft's support website.

• Mail merge using an Excel spreadsheet
• Use mail merge to create and print letters and other documents

 

 

 

• In Microsoft Word, create a new document.
  
  
• Click the "Mailings" tab and choose the Start Mail Merge menu from the ribbon of options. Click the kind of mail merge you want to work with.
  
  
• Click the Select Recipients menu and choose "Use an Existing List..."
  
  
• When the browser window opens, navigate to your spreadsheet file and click Open.
  
  
• You may need to click OK if a subsequent dialog appears to select the Table and connect your spreadsheet to the document.

 

 

 

 

• You're ready to begin building your letter.
  
  
• Use the "Address Block" and "Greeting Line" buttons to choose the format for each of those areas.

 

 

 

 

• Begin typing the content of your letter, using the "Insert Merge Field" menu to insert any of the fields included in your Custom Export file where applicable. The menu will show the list of available fields to use. The image below is an example of what the fields could be:

 

 

 

 

• When your document’s ready, click Preview Results and click the arrows to see each specific copy of the document:

 

 

 

 

• To finish the merge, click the Finish & Merge menu, and select "Print Documents..."

 

 

 

Additional Resources

• How-To Run Mail Merges in Redtail
• Mail Merge Fields
• Manage Your Account: Custom Export Templates + Custom Exporting in Redtail