As you work with reports and templates, you may decide to use Word's mail merge feature. Word's mail merge feature allows you to create personalized documents by merging together a main document and a data source.
For example, the main document could be a confirmation letter with the appropriate Word mail merge codes inserted. The data source could be a list of all those reservations for whom a confirmation letter needs mailing. See Generating a Mailing List for more information about creating a mailing list in RezOvation GT.
To illustrate the concepts, let's assume you want to send a miscellaneous letter to certain customers inviting them to a special event at your inn.
Start Word.
Select Tools > Letter and Mailings > Mail Merge Wizard from the menu.
The Mail Merge Wizard will appear to the right of your document.
Select the type of document you want to create, in this instance a letter.
Click Next.
Select the starting document, depending on if you need to create the letter now (use current), have a template to use (from RezOvation GT), or have already created the document and wish to retrieve it (existing document). You will be prompted to retrieve an existing document or template.
Click Next.
Select the location of your data (addresses). This may be a mailing list you have generated from RezOvation GT.
Click Next.
Insert codes into your Word document that tell Word which data from your data file to include, in this case, the name and addresses of the recipients of your letter. Word make this easy with preformated address blocks such as the following:
and greeting lines such as the following:
Thus, your letter will contain merge codes and text, such as the following:
Once the codes are inserted, click Next to preview your letter.
If you are satisfied with the preview, click Next to complete the merge. If not, click Previous to make adjustments.
Click Print to print your letter or click Edit to make changes to individual letters.
This is only a basic overview of Word's mail merge feature. To learn more, consult the help in your Word program.