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Bookmark: Root \ WorkOrder TS Guides \ How to mail merge Microsoft Word with WorkOrder TS

How to mail merge Microsoft Word with WorkOrder TS


Last Updated: 2007-10-01

As of version 0.4.3, WorkOrder TS supports new marketing features which allow you to make use of the WorkOrder TS customer tables to automatically fill out information stored in the WorkOrder TS database. This can be used to print out address labels or directly onto letter heads ... the choice is yours.


This guide is for Microsoft Word 2003, you can find an OpenOffice Writer 2.2 guide here.
This guide assumes that you have a MySQL ODBC connection configured. You can find a MySQL ODBC Windows Setup Guide here.


This guide explains how to create a basic promotional letter which automatically pulls customer names and addresses from the WorkOrder TS database. Write your letter once and print it for all your customers with just a few mouse clicks.....
Do you need 10,20,...1000,....10000 printouts? No Problem!


Let's get started, open an existing letter or start a new document, now click on Tools => Letters and Mailings => Mail Merge


This will open the "Mail Merge sidebar" which gives you a few different options, this guide covers the letter option. Click on Next until you get to the "Select Recipients" tab.


On the "Select Recipients" tab, click on Browse and select a previously created data source or create a new one by selecting "+Connect to New Data Source" and click on Open.


Select "ODBC DSN" at the first screen of the "Data Connection Wizard" screen and click Next to continue. Now select the name of the MySQL data source you want to use for this document. If you followed the ODBC Guide on this website your data source should be called "WorkOrderTS", select it and click on Next


Now you can select the table you want to use, the _customers table contains the billing address (default WorkOrder TS address) and the _customers_ship table contains the customer's shipping address. Click on Next to get to the last screen of the "Data Connection Wizard". Here you can specify the file name, make sure you check the "Save password in file" checkbox and click Finish


Now the "Data Link Properties" box will popup and will ask you to provide username and password one again.
Make sure you remove the entry in the "Initial Catalog to use" drop down menu.
Make sure that the "Test Connection" button returns a Successful message and click on OK.


Now Word will present you with a list of customers found in the database, this list might take a while to be fully loaded ~1sec/1000 Customers. You can apply filtering rules here to display only certain customers (later version of WorkOrder TS will enable you to create custom filters via database views), click "OK" to continue. Now click on "Next: Write your letter" in the bottom right corner.



Now that the database connection is established, it's time to write the letter. How about an address block on the top left?
Click on "Address Block" on the right and select the style you want. Now click on "Match Fields" to make sure that Word places the correct fields where you want them to be (list below). When you are done, click OK twice to close the "Match Fields" and "Insert Address Block" window.



WorkOrder TS uses the database fields listed below.


  • ID => Customer ID
  • BBus_name => Company Name
  • BBus_cont_title => Business Contact Name 1 Title mr/mrs
  • BBus_cont => Business Contact Name 1
  • BBus_cont_title => Business Contact Name 2 Title mr/mrs
  • BBus_cont => Business Contact Name 2
  • BTitle => Customer Title (non business)
  • BName_first => Customer's First Name
  • BName_last => Customer's Last Name
  • BAddress1 => Part 1 of Address, usually Street and house number
  • BAddress2 => Part 2 of Address, usually contains Unit number
  • BCity => Customer's City
  • BState => Customer's State
  • BZip => Customer's Zip Code
  • BCountry => Customer's County
  • BPhone1 => Customer's Home Phone Number 1
  • BPhone2 => Customer's Home Phone Number 2
  • BMobile1 => Customer's Mobile Phone Number 1
  • BMobile2 => Customer's Mobile Phone Number 2
  • BOffice1 => Customer's Office Phone Numbers 1
  • BOffice2 => Customer's Office Phone Numbers 2
  • BFax1 => Customer's Fax Number
  • BFax2 => Customer's Fax Number
  • Email1 => Customer's E-Mail Address1
  • Email2 => Customer's E-Mail Address2
  • Web => Customer's Website UR


Your document should now show the Address Block field, this field will be filled with information from the database before printing. You can now continue writing the rest of your document using the database fields shown above. In the example shown, I want to add the customer's name into the greetings line. To include a greetings line, click on "Greeting Line" and select the style you want. All fields should still be matched from the previous step but it never hurts to double check your selection.


You can place additional fields using the "More items" option.
Now it is time to save your document, this will save it in un merged form which will allow you to use the document as a template and reuse it later. I will demonstrate how to remerge the saved document in the next step. Now click on "Next: Preview your letters" to see the fields filled out. Click on "Next: Complete the merge" to start printing your letters. I would suggest that you print to pdf or office document image first to double check the output and save a few trees....




To resend the same document or to send out changes, open the previously saved document. Word will issue a warning that the document will run a SQL query, answer yes to allow the action. Now click on Tools => Mailing and Letters => Show Mail Merge Tool bar
The Mail Merge Tool bar allows you to remerge your documents with one mouse click, the last four icons on the bar provide the merging options. The icon shown in the picture will remerge and open the print dialog box.



That's how simple it is to use mail merge with Microsoft Word, now comes the hardest part ..... designing your promotional letter......
Please contact WorkOrder TS technical support regarding any issues when merging the WorkOrder TS database with your word processor.

 

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