Can I email my clients directly through Mail Merge?

You can't email your clients directly through Mail Merge, but you can create an email document in Mail Merge and send it via MS Word.

This will take a few minutes to setup, but the template and shortcut will make the process much quicker for future use.

First, create the document in Mail Merge:

1. Go to Practice Manager from the home screen.
2. Select Communications.
3. Select Mail Merge Templates.
4. Click Create template. 

The Choose Mailing List dialog is displayed. 

5. Select the required Tax Year. 
6. Select the mailing list for this mail merge. This will be the list of clients the mail merge is to be sent out to. 
7. Click Choose. 

The following message is displayed: 

Mail Merge was generated successfully. 
The Mail Merge should now be open in Word. 
Please note: If you alter the template and wish to use it again, use Import Template to add it to the template list within Mail Merge. 
Add a Mail Merge generated event for all selected clients to the Communications Activity within the client record. 

By selecting to add this mail merge event, you will be able to review this event within Communications Activity in the client record. 

8. Click OK.

The Mail Merge will now open in Word. 

9. Click on Finish and Merge > Send Email Messages

Now set up a shortcut in your top menu to turn the Word document into an email format:

1. Open Word Options:
   • Word 2007 – click on the Office logo at the left top then Word Options > Customize. 
   • Word 2010 and above – go to File > Options > Quick Access Toolbar.
2. Select Commands Not in the Ribbon from the Choose command from: drop-down list.
3. Select Send to Mail Recipient and click on Add >>.
4. Click OK.

The command will now show up in the Quick Access Toolbar at the top of your Word window:

You'll then need to attach the document file as normal.