How to perform a E-Mail Merge

Mail Merging of data for email delivery is an extremely valuable tool in today's competitive environment and Intellect makes it fun and worry free to use. From promotional mailings to customer receipts and shipping documents nothing could be easier. It is a valuable tool ideally suited to handle mailings from 1 to 2,000 mail addressees.

Please understand and let us clearly set your expectations that this is NOT the tool to handle SPAM or very large mailing lists - you will need specialized server based tools to properly deal with those higher volumes. But, for the types of mailings most of us would send, using the power of Intellect's contact management and our email merging means you can do your mailings on your own from your pc and save a bundle by avoiding those expensive online mail services such as Constant Contact.

Step 1 - Compose a new message. At the top of the message, look for the Insert menu and select Insert Field to place variables from your address book in the spots where you want to merge names, addresses, and other data. Once you have composed your message you can click Save menu to keep a copy in your Drafts folder should you wish to reuse it again in the future.

Here is an example of what this might look like:  (All of the « and » characters mark where the insert field has been used)

«Prefix» «First Name» «Last Name»
«Address Line 1»
«Address Line 2»
«City», «State» «Zip»

Dear «Prefix» «Last Name»

Intellect now includes a new e-mail client designed especially for you, «Prefix» «Last Name». It is available for Windows users. Combined with the award-winning Intellect contact manager, the power to send newsletters and personalized e-mails will be at your fingertips! Intellect automatically links emails to your contacts to show their complete history at your fingertips and also offers support for multiple e-mail accounts, spam and message filtering, and mailboxes that can even be opened by two people at the same time on a network!

Best Regards,
Technical Support
Chaos Software Group, Inc.

Step 2 - Insert some e-mail addresses in the message address To Field. Usually, you will use the "To -->" button to bring up our contact list to make your selections by groups or categories, but it is also perfectly fine to manually type in e-mail address.

Please keep in mind that mail merge only works if the addressee is found in your address book!

Step 3 - Click the Merge to Template Button on the toolbar (the third button on the toolbar). The merge will visually occur in front of your eyes. Each addressee that you included in the To field will get their own customized letter. All of the letters will be placed for you into the Mailmerge Results folder so that you can review them prior to actually sending them out .

Step 4 - Mail Them. Highlight some or all of the messages you are ready to deliver and hit the "Send..." button. You get to specify the day and time to send all these messages out. Please note: the default is tomorrow, so if you want them sent out today, be sure to change the date. If you want them to go right away, choose a time from earlier today, then hit the Send & Receive button to check for mail immediately.



This help article applies to Intellect 4 or newer