Messenger: Send Merge Documents

Scope

Steps to manage documents used for mail merge.

Instructions – Create Merge Documents

1. To add a merge field into Microsoft Word, go to Insert > Quick Parts > Field.

2. In Please choose a field, select MergeField.

3. In Field properties, enter the relevant merge field in Field name > OK.

• • Note: Read our guide for a full list of available merge fields: Messenger: Tokens (Merge Fields). Or in Messenger, go to Tools > Libraries > Manage Merge Documents > List All Tokens to see a list of merge fields.

4. This will insert the merge field into your document as text.

5. Repeat Steps 1-4 for all the merge fields you need to include in your document.

6. Save the document as a standard .docx file.

Instructions – Upload Merge Document

1. Go to Tools > Libraries > Manage Merge Documents.

   • Note: There are 11 Standard Groupcall Templates available by default.

2. In School Templates, click Upload New Template to open your file browser > select the document > Open.

3. Your document will appear in the list of School Templates.

   • Note: If you upload a file with the same name as another template, uploading the template will update the existing file.

4. Click Preview to open the Preview Template.

5. For each token, click Edit to apply a Token Value > Update.

6. Click Download Preview to download a PDF file with the merge fields replaced by the values you added.

7. If you need to edit the merge document, click Download to retrieve the Microsoft Word version of the file which you can change and re-upload.

8. And if you need to remove the merge document, click Delete.

Instructions – Send Merge Document

1. Go to Advanced Messaging, select your contacts, and choose email for Send via. Read our guides for further information: Messenger: Send Advanced Messages / Messenger: Creating Emails.

2. Click on Attach Merge Document Template.

3. In Choose a template, select the template you want to attach to the email.

4. The merge document will appear next to the attach template button.

5. Ensure you have entered the contents of your message > click Next.

• • Note: You cannot preview the merge document itself in Preview Your Messages.

6. If there are any merge fields in the document that Messenger does not recognise, it will list them as Dynamic Tokens.

7. Click Edit and enter the Token Value for it. That value will be applied for every recipient that receives the merge document.

   • Note: Alternatively, you could upload your own tokens into Messenger beforehand which can be used in your merge documents. Read our guide for further information: Messenger: Upload Custom Merge Fields.

8. When the email is sent, the recipient will see the merge document with the email like a standard attachment.

9. Once sent, you can view the message by going to History and clicking on it to open Message Details. Read our guide for further information: Messenger: Check Message History.

10. Select one of the recipients and the attachment will appear in the message. Click the link to download the attachment and see the file as it appears for the recipient.