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Using a Mail Merge File In Tally-Up!


You can now create custom table reports that can be routed directly to a "Mail Merge" file, which can be imported into Microsoft Word*.  Here's a very simple example.

First, The Tally-Up! Part

Start Tally-Up! and create a new Custom Detail Report.

Select Reports ==> Custom Reports ==> Custom Detail Reports from the main menu.

Click the New Report button.

Select "Mail Merge File" from the "Output To" dialog and enter a file name.  The file name must end with ".CSV".  If you leave the suffix blank, Tally-Up! will add it for you.

In the "Columns" page of the Custom Report Designer, select these fields:

Name, Full /w Title
Name, First (No MI)
Address Line 1 (New)
Address Line 2 (New)
Address Line 3 (New)
Grand Total Costs

Click the OK button.  The report will be written to the file you specified and Tally-Up! will ask if you want to view the file.  It is not necessary to view it, but if you elect to do so, you will see something like this

EmployeeName,FirstName,NewAddrLine1,NewAddrLine2,NewAddrLine3,GrandTotAlCosts
"Dianne E. Anderson","Dianne","2009 Stonebrook Court","","Mobile AL 36695","$10,100.00"

 


Next, The Microsoft Word Part

Open Microsoft Word and create this new document.

Dear

You might be interested to know that your move cost the company a total of . That's a heck of a lot of money, don't you think? Sure hope you're worth it.

Very Truly Yours,


Relocation Manager

Click the "Open Data Source" Toolbar button, seen here in blue

Enter the path and name of the file you created in Tally-Up!

Put your typing cursor in the upper left of the document and click the "Insert Merge Fields" Toolbar button, seen here in blue



This dialog will appear:

Highlight  EmployeeName and click the Insert button.  The word «EmployeeName» will be placed in the document where your typing cursor was located.

Place the typing cursor on the next line and insert NewAddrLine1 from the list.

Continue  inserting all the fields until your document looks like this:

«EmployeeName»
«NewAddrLine1»
«NewAddrLine2»
«NewAddrLine3»

Dear «FirstName»:

You might be interested to know that your move cost the company a total of «GrandTotAlCosts». That's a heck of a lot of money, don't you think? Sure hope you're worth it.

Very Truly Yours,


Relocation Manager

Finally, click the "Merge to New Document" Toolbar button, seen here in blue

This dialog will appear

Select "All" and click the OK button.  You should see something like this:

Dianne E. Anderson
2009 Stonebrook Court
Mobile AL 36695

Dear Dianne:

You might be interested to know that your move cost the company a total of $10,100.00. That's a heck of a lot of money, don't you think? Sure hope you're worth it.


Very Truly Yours,


Relocation Manager

Note: Power Microsoft Word users probably know much more sophisticated ways to use Word's mail merge functions.  You can do this even if you are not  a power Microsoft Word user.

* "Microsoft Word" is a registered trademark of Microsoft Corporation.

 

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