Mail Merge

This article describes how to perform a mail merge.

Index

1.  Part 1 Overview
2.  Part 2 Setting Up Mail Merge (optional)
3.  Part 3 Creating/Editing the Mail Merge Template
4.  Part 4 Performing a Mail Merge
5.  Part 5 Mail Merge Troubleshooting with Microsoft Word

Part 1 Overview

Mail merge takes data from the Abacus database and inserts it into Microsoft Word or WordPerfect documents such as letters, mailing labels, or name tags. You insert variable mail merge fields into your document and Abacus inserts the data from the selected records into these fields. For example, you might insert a mail merge field for a client name into a letter so that the mail merge would combine this letter with a list of recipients to produce one letter for each person in the list.

For a video demonstration of this feature, go to https://youtu.be/KxxtOlqZiho.

back to top

Part 2 Setting Up Mail Merge (optional)

The following describes some optional settings you can change for Mail Merge.

1. In AbacusLaw, from the Names Browse window, click Actions and click MailMerge.
   
2. The Mail Merge window appears. Click Setup.
   
   
   
   
3. The Mail Merge Setup window opens.
   
   
   
   
4. Make changes as necessary. The following describes the fields on the window:
   • Data file to create:
     1. Default name: The path for the abacus.csv file, which is used to link the Abacus database to the mail merge document. It is recommended that you keep this default path. However, ensure that you change to the directory you are working in (data01, Data02, Data03, etc.). If you need to change the path, click Default name.
        
   • File format: Indicates the word processor type and version to use for Mail Merge.
     • Word Processor program: Click Executable and the Select Your Word Processor window
       appears. Select the executable for your word processor and click Open.
       
5. Click Done to save your changes and return to the Mail Merge window.
   
                                                                                                                                                                   back to top

Part 3 Creating/Editing the Mail Merge Template

The mail merge template is the base document that will be used in the mail merge. It includes standard content to be replicated in each mail merged document, but it also contains mail merge fields for variable information that is unique to each mail merge document. The mail merge fields pull data from individual Abacus records.

1. In AbacusLaw, from the Names Browse window, click Actions and click MailMerge.
   
2. The Mail Merge window appears. Complete the window as follows:
   
   
   • Check Run word processor.
   • Check Open form for editing.
   • Change Form to the path of the document you want to turn into a mail merge template.
     
3. Click Done.
   
4. Click Yes to overwrite the abacus.csv file.
   
5. The selected document opens in Word or WordPerfect. Insert, replace, or delete the Abacus mail merge fields as necessary. To insert a mail merge field in Microsoft Word 2016:
   • Highlight or click the area where you want to insert the mail merge field.
   • Click Mailings.
   • In the Write & Insert Fields section, click Insert Merge Field and then click the Abacus mail merge field.
     
     
     
     
6. Click Preview Results to see an example of what data will be pulled in for the mail merge fields. Click Preview Results again to see the mail merge fields.
   
7. Save the mail merge template as a template file (.dotx in Word 2016).

back to top

Part 4 Performing a Mail Merge

1. Do one of the following depending on the Abacus data you want to merge into the mail merge template:
   • Find the name or, from the Name window, query for multiple names that should receive the document. Click the Print button on the toolbar and select MailMerge.
   • From the Matter window, select the Names tab. Click Actions and select MailMerge.
   • From the Name window, select the Names tab. Click Actions and select MailMerge.
   • From the Names Browse window, tag the records you want to include in the mail merge. Click Actions and select MailMerge.
2. The Mail Merge window appears.
   
   
   
   
3. Complete the window as follows:
   • For Data to merge, select which records to include in the mail merge.
   • For Data file to create, ensure that this is the correct path to the abacus.csv file. Click the button to select a
     different path.
   • Check Run word processor.
   • Ensure that Open form for editing is not checked.
   • Click Form and select the path of the mail merge template to use for the mail merge.
     • NOTE: You cannot use a form created for form generation for mail merge purposes because the data format is different. You must use word processing mail merge templates created solely for mail merge.
       
4. Click Done. The document(s) are generated and ready to print. Your word processor opens and automatically displays the new document that contains the selected data from Abacus.

back to top

Part 5 Mail Merge Troubleshooting with Microsoft Word

Ambiguous Name Found: TMPDDE

In receiving commands from AbacusLaw, Word creates temporary macros in your Normal.DOT. If an error occurs when these macros exist, Word does not delete them, and the “Ambiguous Name Found: TMPDDE” error message appears.

When closing, Word asks if you want to save changes to Normal.DOT. Do NOT save the changes and then delete the TMPDDE macro. (In Word 2016, click View > Macros. The Macros window appears. Highlight the TMPDDE macro and click Delete.)