PDFs containing multiple recipients (mailmerges)
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      How to use Postworks Merge

      This support article will explain how to use Postworks Merge

      Merge is a useful tool that allows you to create personalised mass mailings.

      Instead of running a mail merge before uploading, you can use merge to automatically generate letters to multiple recipients within Postworks HUB. 

      In this article, we'll explain how merge works and how you can use it to save time and improve your productivity.

       

      What is Merge?

      Merge is a feature that allows you to combine a template document (e.g. a letter ) with a list of recipient data (e.g. names and addresses) to create multiple customised copies of the document.

      For example, you could use merge to create a batch of letters, each with a different recipient's name and address.


      How Does Merge Work?

      Merge typically involves three main steps:

      Step 1: Create a Template Document

       

      The template document is the  letter that you want to send to the recipients 

      • The first step is to create a template document.
      • This is the document that will be used as the basis for each personalised copy of the merge.
      • If you're creating a batch of letters, your template document will be the complete letter that you want to send with the merge fields inserted. 

      **Downloads**

      Microsoft Word letter friendly template

      • You will need to add a {# at the start and a #} at the end of every merge field. The name of the merge field must exactly match the name of the merge field on your data file.

      {#merge field name#}




      See example below:

      {#GivenName#} {Surname#}
      {#StreetAddress#}

      {#City#}
      {#Postcode#}




      Step 2: Create a List of Recipient Data

       

      The list of recipient data is where you want the letter to be sent to - including their details

      • The second step in merge is to create a list of recipient data.
      • This data typically includes information such as the recipient's name, address, and any other details you want to include in the letter that is personalised to each recipient.
      • Your data file will need to be saved as a .xml or .xls file. 
      • The merge field names in the data file and the document template need to match exactly. 

      Step 3:Upload to Postworks

       

      • The final step in merge is to upload to Postworks.

      How do I upload items to be merged?

       

      First you will need to create a Postbox

       

      Step 1.

      Create a New Postbox and in the 'Type' dropdown - select 'Merge'.

       

      Step 2.

      Next you would click 'Choose template' and select your word template.  

       

      Step 3.

      Fill out the settings as required including 'Advanced settings' of the Postbox and click Save.

       

      Next you will upload the item to new Postbox created

       

      Step 4. 

      Locate the postbox and click to upload.

      Step 5.

      Upload the list of recipient data (e.g. spreadsheet). This will then start processing as normal. You will be able to see the status of the merge upload and start previewing your letters.

      Once processed, make sure that the number of files recognised matches the number of recipients in your data file. Merge will automatically replace any placeholders in the template document (e.g. "[Recipient Name]") with the corresponding data from the recipient list. 

       

      Step 6.

      The Merge is complete and will sit in the Post Tray Post Tray for 30 minutes. 

       

      Step 7.

      View items - check if this is as expected. 

       

      Make sure to view the item and recall any with mistakes

       

      Why Use Merge?

       

      There are several benefits to using merge:

      1. Saves time and effort: Instead of creating individual letters for each recipient, you can use merge to generate multiple personalised copies of the document with just a few clicks.
      2. Improves accuracy: By using a list of recipient data, you can ensure that each personalised copy of the document includes the correct information for each recipient.
      3. Enhances personalisation: Merge allows you to personalise each copy of the document with information specific to each recipient, such as their name, address, and other details.

       

      Conclusion

      Merge is a powerful tool that can save you time and effort when creating mass mailings.

      By combining a template document with a list of recipient data, you can create multiple customised copies of the document with just a few clicks.