Merging Letters

Note:

This topic is unrelated to marketing campaigns. For information about campaigns, see Email Marketing Campaigns.

In NetSuite, the Mail Merge feature provides the following two merging capabilities:

• Merging Individual Letters: creates a single letter to send to an individual.

• Merging Letters in Bulk: creates letters to send to a group of customers or contacts.

Merging Individual Letters

Before you can perform a letter merge to an individual, you must first:

• Create a letter template file in Microsoft Word. For information, see Using Letter Templates.

• Create a letter template record in NetSuite.

To merge a single letter:

1. Go to Lists > Relationships to find the recipient for your letter merge.

   Note:

   You can merge any type of relationship record except Groups and Competitors.

2. Select the type of relationship.

3. Enable Edit on the List Page.

4. In the New column next to the recipient’s name, select Letter.

5. The Letter Merge popup window shows the recipient selected, by default.

6. Click the Template tab.

7. Select the template you want to use.

   Note:

   You must have an existing letter template. See Using Letter Templates in Microsoft Word

8. In the Subject field, update the subject of this template, if required.

9. Optional. Enter a memo for internal information. This recipient will not see this memo.

10. Check the Record Merge box to have a record of this merge appear on the recipient's record at Communications > Messages.

11. Click Merge.

After you click Merge, NetSuite downloads the merged letter to your computer. You can print or save the merged letter.

Merging Letters in Bulk

Before you can perform a bulk mail merge operation with your NetSuite data, you must first:

• Create a letter template file in Microsoft Word. For information, see Using Letter Templates.

• Create a letter template record.

• Create a group record for the recipients of the letter. For more information, see Working with Groups.

To perform a bulk letter merge:

1. Go to Documents > Mail Merge > Bulk Merge.

2. On the Select Output page, click Letter.

3. On the Recipients subtab, in the Group Type field, select the type of group to send the letters to.

4. In the Group field, select a group.

   Note:

   For groups with more than 100 members, NetSuite schedules and sends the bulk letter merge operations within an hour of submission. For groups with fewer than 100 members, NetSuite sends the bulk letter merge operations at submission. You cannot send bulk letter merge operations to groups with more than 4000 members.

5. Click the Template subtab.

6. In the Template field, select the template you want to use for this merge.

7. In the Subject field, enter the subject of the letters.

8. Click Actions > Merge.

   The Mail Merge Confirmation page opens. To view Bulk Merge History, go to Documents > Mail Merge > Merge History.

After you complete a bulk letter merge, NetSuite sends an email message to your account with a link to download the file. You can also download the file from the Merge History Page. For more information see, Viewing Bulk Merge History.

Related Topics

Working with Records, Transactions, and Lists

Working with Mail Merge

Viewing Bulk Merge History

Using Letter Templates in Microsoft Word

General Notices