Merge Mail Wizard

The Merge Mail option allows you to send mass emails, merging the individual's Student Manager data into the individual emails (similar to creating Mail merges in your word processor).

To do so, you must run a report which includes the individuals you want to mass email --AND-- accesses the data you want to email them.  For instance, if you want to email transcripts, you must use a report area that accesses registration information (e.g. Reports > Registrations > Transcripts)). If you want to email instructors, you must use a Faculty area report (e.g. Reports > Faculty > Contract Agreements).

To use the Mail Merge option:

1. Modify a report in the desired report area and add the following JUSTAFTER expression with the MERGMAIL function (note:  you must only complete this step the first time you use the Merge Mail option in the selected report area. Once the report is created and saved, you will just need to select the appropriate report area and run the report):

justafter('do mergmail')

2. After you save the report and close the Print Preview, the Email Merge Selection/Preview screen opens:

3. Select the appropriate Merge Type:

• Transcript - creates one email for each person in the report cursor and the ‘body’ portion of the merge doc will be repeated for each registration the person has, thus creating a transcript type of email.
• 1 Email per ID - creates one email for a person regardless of how many times they appear in the report cursor.  This is similar to a mailing label type approach.
• Native Format - creates an email for each record in the report cursor.  If a person appears 34 times in the report, then they will be sent 34 emails.  Use this format with caution!!

4. If emailing a transcript, select the appropriate GPA Formula Type.
5. Double-click the appropriate Email Template in the Email Merge Docs list (the one you created in step 1 above) to generate a preview (you should see the email for the first individual in the list) in the Preview window:

6. If you want to send staff a BCC, select them from the drop down list.

7. Click the Fire Away!! button to send the emails.