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Generate Mail Merge

ThisThe article explains how to use the Generate Mail Merge tool allows administrators to export user mailing addresses from the system into a downloadable file format. Its primary purpose is to seamlessly provide data for Microsoft Word's Mail Merge feature.feature, enabling the mass production of physical letters and communications. This guidearticle is intended for OPSCOMOPS-COM administrators responsible for managing user communications.communications and mass mailings.

Using

Setup thisand Feature

Configuration

This tool is designeda standard administrative feature and does not require any specific system configuration to befunction.

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Warning: In databases with(or a largecompatible volumeword ofprocessor) records,on their local workstation to utilize the exported data.

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Administrators notcan functionuse asthe expected.following Ifinstructions youto encountergenerate issues,and pleasedownload contactthe OPSCOMnecessary SupportCSV file for assistance.their physical mail merge.

Generating the CSV File for Export

  1. GoHover toover User Management, and click Generate Mail Merge.

  2. ThisWait actionfor generatesthe system to generate the mailing list based on your total user records.

  3. Click the CSV forbutton to export and download the file export.to your local computer.

In databases with an exceptionally large volume of user records, this export tool may not function as expected or could time out. If you encounter issues exporting the full list, please contact OPS-COM Support for assistance.

Composing and Initiating the Mail Merge

  1. AfterOpen Microsoft Word on your local computer after successfully downloading the file,CSV open Microsoft Word.file.

  2. Note:Import the downloaded CSV file into your document using the software's native mail merge tools.

Depending on your specific version of Microsoft Word, the instructionsexact belowsteps for importing a data source may differ.

Please refer to the official Microsoft Mail Merge documentation for moredetailed, details.software-specific instructions on completing the merge.

Best Practices &and Considerations

  • TheUnderstand export limitations: Be aware that this tool currently exports all user records from your database. FilteringGranular filtering options (such as exporting only specific user types or active accounts) are not currently available.available within the tool itself. You must filter the data manually in Excel or Word after the export is complete.

  • Audit data before sending: Always review the exported CSV file for accuracy and missing data before proceeding.proceeding with the physical print run. This simple check prevents wasted materials and ensures your communications reach valid mailing addresses.

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