Every now and then, we get questions on how to go about doing a mail merge with Microsoft Word and DeskTop Mailer/Business Edition. Microsoft Word, a third-party software, is technically outside of our support. The SAP Community Network blogs, however, gives support engineers, like me, some freedom to provide how-tos with third-party software.
Before we start, you’ll need a presorted mailing list. In this tutorial, I will use the sample mailing list that’s presorted as Standard automated letters. The final product will give us a nicely merged letter with Microsoft Word, complete with an Intelligent Mail Barcode. Here’s how.
Export the presorted mailing list from Postalsoft:
- Go to File > Export…
- Select Microsoft World mail merge as the export file format.
- Click Next.
- Select Presorted records.
- In the Export Presort Information screen, ensure Presorted pieces is checked.
- Click Next to go to the Export Fields step.
- The default mapping is usually sufficient, so just click Next.
- Finally, give it a file name and click Finish to save it somewhere.
We’re half way there! Start a new mail merge in Microsoft Word:
- In a new Word document, click on the Mailings tab.
- Go to Start Mail Merge > Step by Step Mail Merge Wizard… The Mail Merge wizard will appear as a panel on the right.
- On the Mail Merge wizard panel, choose the type of document. In this example, I would like to create a letter.
- Click Next: Starting document.
- In this example, we have started with a blank document, so just click Next: Select recipients.
- Make sure Use an existing list is selected. Click Browse…
- Locate the exported mailing list. I’ve saved mine on the Desktop.
- A dialog box will pop up to let you manipulate and confirm your mailing list. In this example, I want to keep my mailing list unchanged. Click OK.
- Click Next: Write your letter.
- First, we’ll add the address block. Click Address Block on the menu.
- Choose a name format and double check everything looks alright in the preview before clicking OK.
- Next, we’ll insert the Intelligent Mail Barcode. Go to Insert Merge Field > IM_BAR
- Click on Preview Results, and you will see what we’ve got so far. What are those letters!?
- Don’t worry… those random letters makes up our Intelligent Mail Barcode. We’ll need to select a font before it will look like a barcode. Highlight the barcode digits.
- Change the font to USPSIMBCompact. You should now see an Intelligent Mail Barcode!
- Add any additional fields you’d like and make it look pretty. You are done!