Use Mail Merge to Create Form Letters with Exported FIMS Data

This procedure shows you how to create form letters by using a simple Gift Acknowledgement Letter as an example. Although this procedure uses specific data, you can apply the steps to any form letters you want to create from FIMS data.

Grant and Gift letters:

How do I Create and Run Gift Acknowledgement Letters? 

How to Create and Run Grant Letters in Microsoft Word

Before you begin, set up acknowledgment codes in FIMS for each type of letter you want to create.

From the Gift Module, select File Maintenance > Donor and Gift Code Maintenance > Acknowledgment.  The Acknowledgment Code Maintenance window opens.

Note:  Make sure that you apply the appropriate acknowledgment code to every gift you enter into FIMS.

1. In the Gifts Module, select the Unposted Gifts super tab, then the Processes tab.

2. Select Gift Acknowledgements – Export from the Gift Processes list and select Run Process.

3. Select the Selections tab. 

4. Add (Gift) Ack Code to the selection list and select the code you want to use.

5. Select Run Report.

6. Confirm the path and file name for the export file (for example, c:\Gift.txt), and then select Run Report again.

7. When the export is complete, open Microsoft Word.

8. Select Insert > Date and Time (or click the Date and Time icon).

9. Choose the date format that you want to use in your letter leave the Update automatically check box unchecked. If you want to automatically update the current date each time you open the document, you will want to check this box.

10. Select OK.

11. Use the Enter key on your keyboard to place the cursor where you want the name and address to display in the letter.

12. Go to Mailings > Start Mail Merge > Letters.

13. For Select Recipients, select Use an Existing list. 

14. Browse to select the data file you exported from FIMS, then select Open.  

After you select the file, you can optionally select a different list or edit the recipient list.

15. Write your letter. Wherever you want to place a merge field, such as Salutation or Gift Amount, click Insert Merge Field and select the merge field you want to add. 

16. Use the arrow buttons in the toolbar to scroll through all of your letters.

 To exclude a recipient, select the Uncheck the Box in the Edit Recipient List under the Mailings tab.

17. When you're satisfied with the letter, choose Finish & Merge in the Mailings tab.

You're given the option to either print the letters or edit individual letters. Select one of these options to complete the process.

Note: The next time you want to use this letter, run the export from FIMS to update the data (make sure you save the export file under the same name), and then follow the same process as step 17.

Tip: If you want to send an email instead of creating a letter, you can follow this process and select Send Email Messages instead of Print Documents. Keep in mind that the email will send automatically, and you won't have a chance to edit the message before it sends. We recommend that you merge to a document and save your letter before using the Merge to Email function.