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Create mail merge files

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Important

This content is archived and is not being updated. For the latest documentation, see Microsoft Dynamics 365 product documentation. For the latest release plans, see Dynamics 365 and Microsoft Power Platform release plans.

Applies To: Microsoft Dynamics AX 2012 R3, Microsoft Dynamics AX 2012 R2, Microsoft Dynamics AX 2012 Feature Pack, Microsoft Dynamics AX 2012

You can create a mail merge file in two ways. You can base the mail merge file on an existing mailing list, or you can base it on prospects and contacts.

Create a mail merge file based on an existing mailing list

When you create a mail merge file based on an existing mailing list, all records that have a status of Not sent in the Mailings form are sent to the mail merge file. Therefore, you cannot use the Mailings form for long-term storage of mailing lists that have a status of Not sent.

  1. Click Sales and marketing > Periodic > Mailings > Mailings.

  2. Click Create mailing file.

  3. Enter the full location of the mail merge file as the file name.

  4. Select the Update status check box to update the status, date, and history of the mailing. The status is changed from Not sent to Sent.

  5. Select the date on which you want to send the mailing.

Note

Only mailing lists that have a status of Not sent are updated to a status of Sent when the check box is selected.

Create a mail merge file based on prospects and contacts

You can create a mail merge file by filtering the Prospects and Contacts tables.

  1. Click Sales and marketing > Periodic > Mailings > Create mailing file.

  2. Specify the full location of the mail merge file.

  3. Select the Update status check box to update the status of the mailing list in the Prospects form.

  4. Select the date on which you want to send the mailing.

    If you select the Update status check box, the Date sent value is registered in both the Prospects and the Contacts forms.

  5. Click Select. Then, in the Mailing file query form, change, add, or remove filter fields as necessary.

  6. Click OK to accept the query and the values in the filter fields.

  7. Click OK to generate the mail merge file in the location that you specified.