Create and edit mail merge documents

Summary

How to use some of the information from Sage 50 Payroll to create letters in Microsoft Word.

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.

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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Solution Properties

Solution ID: 200427112158351
Last Modified Date: Wed Jun 25 15:58:30 UTC 2025
Attributes: Product Details
Modules: Report Writer
Views: 0