Presenter: Kristin Lambertkasbo Spring 2017

Presenter: Kristin Lambertkasbo Spring 2017

Presenter: Kristin LambertKASBO Spring 2017

Mail Merge – MUNIS v11.2

Overview

What is Mail Merge?You use mail merge when you want to create a set of documents, such as a mailing labels or a form letter that is sent to employees. Each letter has the same kind of information, yet some of the content is unique. For example, in letters to your employees, each letter can be personalized to address each employee by name, job title, salary etc. The unique information in each letter comes from entries in a data source (MUNIS).

Prerequisites

Before you can successfully use Mail Merge, you must ensure the user has the required role security enabled. Use the following steps to establish Mail Merge Security for the roleattached to your User ID in MUNIS.

  1. Open the Role Maintenance Program: System Administration>Security>Roles
  2. On the MUNIS toolbar, click Searchand locate the role attached to your User ID.
  3. Click on .
  4. Click Update and select the Mail merge options as seen to the right.

Export Data (For use with MS Word)

HR& Payroll: Departmental Functions -> Employee Inquiry

AP:Financials > Accounts PayableVendor ProcessingVendor Inquiry

  1. In Employee Inquiry select Search and query on a small range of employees (Example: Group/Bu – BRDM or STDT).
  • If using Vendor Inquiry select Serach and query on a small range of vendors (example- Alpha: Q*).
  1. Click on the Microsoft Word icon in the ribbon.
  2. Select the Use button.
  3. If the Export filter screen appears. Select the following items at a minimum and select Accept.DO NOT mark SSN.

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Presenter: Kristin LambertKASBO Spring 2017

  • Last Name
  • First Name
  • Middle Name
  • Job Class Description
  • Location Description
  • Home Address Line 1
  • Home City 1
  • Home State 1
  • Home Zip 1
  1. Select Accept.

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Presenter: Kristin LambertKASBO Spring 2015

  1. A pop up will appear at the bottom of the screen. Select Cancel. This process will set the info exported each time using Mail Merge. Users can repeat this process at any time to select different fields for use with Mail Merge.

  1. Return to the Mail Merge screen by selecting Wordand select Export Data Source.
  1. A pop up will appear at the bottom of your screen. SelectSave As and save the file(make the file easier to find rename it, for example “Merge Lab”) to your DESKTOP.

Use Microsoft Mail Merge - Labels

  1. Open Microsoft Word.
  2. Select the Mailings tab.
  3. Select the Select Recipients button and choose the option “Use an Existing List”.
  4. Navigate to the file you saved on your desktop and select Open.
  5. From the Mailings tab select the Start Mail Merge button and from the drop down box select Labels. Select a label Vendor and Product. Example: Avery 5160 Easy Peel.
  1. Select the Insert Merge Fields button and begin entering Name, Street, City, State and Zip as it would appear on a label. Users can also format labels with different font, font size, etc.
  1. Your Word document should look like this when done:
  2. Select the Update Labels button to replicate the merge fields across all labels.
  3. Select Preview Results on the Mailings tab in Word.
  4. Select Finish & Mergefrom the Mailings toolbar and then select Edit Individual Documents.
  5. A new document will be created. Users may use this to print labels or save to reprint at a later date.

Add a Mail Merge Document/Template

  1. Save the unmerged (original) Word document to your desktop and close the document. I named my file “Address Labels”.
  2. In Munis, click on the Word icon in the ribbon to access the Mail Merge program.
  3. Click on the Maintain Templates tab.
  4. Select Add.Provide a template name (Example: Address Labels).
  5. Select Look Up and locate the file you previously saved to your desktop.
  6. Select the appropriate permissions under the Use and Maintain columns and Accept. I suggest Public/Public.

Use Saved Mail Merge Document

  1. In Employee Inquiry select Search and query on a small range of employees or if applicable, Vendor Inquiry.
  2. Click on the Word icon in the ribbon.
  3. Select “Address Labels” from the Template to Use drop down box.
  1. A pop up will appear at the bottom of your screen. SelectOpen.

Sorting Mail Merge Documents

It is possible to sort the order of the mail merge documents (example: Group, Last Name, etc.)

  1. Open Word, select the Select Recipients button and choose the option “Use an Existing List”.
  2. SelectEdit Recipient List and sort by many different criteria such as Location then Last Name.
  3. After the selections are made, complete the mail merge process.

Create Your Own Template – Letters

The same process can be used to create mail merge letters. Repeat the steps from the beginning of the document except select Letters instead of Labels.

  1. Create a template/letter. You can use the below as an example. Insert Mail Merge fields into the Word Document (as seen below) by using the Insert Merge Fields button on the Mailings tab in Word. The words in <red> are Mail Merge fields.
  2. Select Highlight Merge Fields to view merge fields on your letter. You may deselect this at any time.
  3. Select Preview Results and verify layout and make any necessary changes.

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