How do I create a Mail Merge Template?

Overview 

Mail Merge Templates let you generate personalized letters—like contribution acknowledgments—directly from records and reports, without exporting data into another tool. 

Step 1: Open Mail Merge Templates 

1. From the EveryAction Homepage → Engagement → Communication Tools → Mail Merge Templates 

2. If your menu looks different, use Search for a page to find Mail Merge Templates. 

Here, you can download Sample Templates, upload a new template, or view existing ones. 

Step 2: Edit a sample template 

1. Download a Sample Template. 

2. Open it in MS Word (recommended). 

While editing: 

• Follow instructions shown as Comments in the document. 

• Update the letter text as needed. 

• Copy and paste merge fields from the field list at the bottom. 

Before saving: 

• Delete the red header text and field table. 

• Remove or hide Comments by setting Review to No Markup. 

• Test print to confirm formatting. 

Save the file as .docx. 

Step 3: (Optional) Create a template from scratch 

If you don’t use a sample: 

1. Create and export a Contribution Acknowledgment Report, Attributions and Soft Credits Report, or Contact Records Report. 

2. In MS Word, go to Mailings > Start Mail Merge. 

3. Select Select Recipients > Use an Existing List and choose your export. 

4. Insert fields using Insert Merge Field. 

5. Select Start Mail Merge > Normal Document. 

⚠️ If Normal Document is not selected, letters will not generate. 

Save as .docx. 

Step 4: Upload the template 

1. On the Mail Merge Templates page, click Upload a New Template. 

2. Enter a unique name. 

3. Choose a Category (Contribution, Attributions and Soft Credits, Contact, or Envelopes & Labels). 

4. Click Save & Attach to upload the file. 

What else do you need help with? 

• How do I export a list? 

• How do I create Source Codes?