How to use Mail Merge in Lotus Symphony to send documents with

Lotus Notes mail

TechNet (troubleshooting)

Problem
How do you use Mail Merge to e-mail Symphony documents using Lotus Notes mail?

Resolving the problem

In IBM Lotus Symphony 1.1, you can use the Mail Merge feature to create form letters and other
documents. To e-mail these documents to recipients in your Lotus Notes personal address book,
complete the following steps:

Step Action
1 In Symphony, verify that your Lotus Notes installation directory is correctly entered under File -> Preferences -
> Mail Merge, for example, C:\Lotus\Notes.

If you installed Symphony after Lotus Notes, the directory should be entered for you. If you installed Lotus
Notes after Symphony you will need to enter the directory.
2 Create or open an existing Symphony document into which you wish to insert the fields from your personal
contacts database (names.nsf).
3 From the menu, select Tools > Mail Merge. A Mail Merge panel will open on the left side of the Symphony
screen.
4 In the Mail Merge panel, click the Browse button. Locate your personal address book (names,nsf). Select the file
and click Open.
5 The Insert Fields section will appear in the Mail Merge panel, listing all the fields from the Contacts form from
the personal address book.
 6 Insert the fields using the Insert button or by double-clicking the field name.
7 Complete the document as desired. The following screen capture shows an example:

8 To preview the document and make any changes to the list of recipients, click the button to Finish Merge ->
Preview.
9 In the Preview window, you can select or deselect recipients and verify the layout of the document. Click the
Close Preview button.
10 To Save the document, click Finish Merge -> Save.

You can save the document for all recipients or for a range.
You can save all the documents in one file or you can save each instance (per recipient) as a separate
file. You can select a field name to be used as the unique part of the file name, as well as additional
text to include in the file name.

11 To send the documents, choose Finish Merge -> Send E-mail.

12 Enter the required information in the Send E-mail dialog box. If you choose to include someone in the CC or
BCC fields, that recipient will be copied on each of the e-mails sent.
 Click OK to send the e-mail with attachment.
13 Each time you open the document used to create merge, the Mail Merge panel will automatically be opened, as
well.

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Document information
Lotus Symphony

Software version:

1.1

Operating system(s):

Windows
Reference #:

1316944

Modified date:

2011-06-23

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