| | Create and edit mail merge documents |
| Description | You can use the Microsoft Integration facility to create or edit mail merge documents and save time. E.g. To send a letter to all of your employees with their current payment information. The information is picked it up directly from your payroll data.  NOTE: If you need to include payments in mail merge documents, set the payments to include using custom report settings.
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| Resolution | Before you start You must have a compatible version of Microsoft Word installed on your payroll computer to use mail merge. These versions are compatible > - Microsoft Outlook 365 32-bit and 64-bit - Desktop based
- Microsoft Outlook 2021 - 32 bit and 64-bit
- Microsoft Outlook 2019 - 32 bit and 64-bit
- Microsoft Outlook 2016 - 32 bit and 64-bit
Create a mail merge document To create a new mail merge document > - Click File, then click Microsoft Integration
- Click MS Word Mail Merge, then click New Merge Document.
- Click Next, from the drop-down list, choose Employee or Pension Provider.
- Click Next.
- In the Available Fields area:
- To select all fields within an area, double-click the area
- To select individual fields in an area, click the + button and select the required field, then click the add
 button - To remove a field select the field, then click the remove
 button or, to remove all fields, click the remove all  button - To select all fields within an area, double-click the area.
- Once you've added all required fields, click Next, then Finish.
- In the Microsoft Word document, type the text content of your document, inserting any merge fields where required.
 TIP: If you need any further help with adding merge fields, please refer to the Microsoft Help. - Click File then click Save.
NOTE: You must save the mail merge file with a file extension of .doc - if you save it with an extension of .docx the mail merge will not work. - Click File, then click Close or Exit.
Edit a mail merge document To edit an existing mail merge document > - Click File then Microsoft Integration.
- Click MS Word Mail Merge, then Edit Merge Document.
- Click Next and locate and double-click the required mail merge document.
- In the Available Fields area select the required fields.
- To add the field, click the add button.
TIP: To remove a field, select the field, then click the remove button or, to remove all fields, click the remove all button. - To select all fields within an area, double-click the area.
- Once you've added all required fields, click Next, then Finish.
- Insert any required merge fields in the Microsoft Word document.
TIP: If you need any further help with adding merge fields, please refer to the Microsoft Help. - Click File then Save.
NOTE: You must save the mail merge file with a file extension of .doc - if you save it with an extension of .docx the mail merge will not work. - Click File, then Close or Exit.
Run a mail merge - Click Employee and select the required employees.
- Click File, then click Microsoft Integration.
- Click MS Word Mail Merge, then click Run Mail Merge.
- Browse and locate and double-click the required file.
- Make any required changes.
- Click File then click Save.
NOTE: You must save the mail merge file with a file extension of .doc - Click File then click Close or Exit.
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