To create an email merge document using Roll Call data you will need to have access to Excel, Word and a MAPI compatible email program such as Microsoft Outlook.

 STEP 1 :  You’ll need to create a text file from Roll Call with the source data.  For example, if you want to include the first name in the email, you’d need a file with first name and email address.

 From Roll Call:

1)     Select Reports>Quickreports and Labels

2)     Click ADD  REPORT

3)     Do a query to retrieve the people you want to send an email to.  Let’s say you want to send an email to your members.  You’d need to select Association from the “Field drop down box”.  Highlight “is equal to” in the Comparison box.  Enter “Member” in the Value box.  Click QUERY.

4)     Review the results list to make sure it is correct.  If it is, click CUSTOMIZE.

5)     From the QuickReport editor we need to select the fields that will be used in our email merge document.  In this example, we’ll just use first name and email address.  Under the Master table (middle bottom) double click on First Name.  Double click on Email.

6)     Select File>Destination>Disk File

7)     Select File>Generate  to create our source file.  You’ll be prompted for the name and location of this file.  It will be saved as a txt file.

STEP 2:  Next we need to open the file up and save it as an Excel… xls file.

Open Excel:

1)     Select File >Open.  Navigate to the file you ceated in Step 1.  Remember you’ll need to change “Files of Type” to All Files, so that you can see .txt file.

2)     Click FINISH in the Text Import Wizard

3)     Save this file as an *.xls file.  Select File>Save As.  Change file type to Microsoft Excel.  Name your file.

STEP 3:  Next we need to compose our email in Microsoft Word.

Open Word:

1)     Select Tools>Letters & Mailings>Mail Merge

2)     Select Email Messages as the Document Type

3)     Notice the link at the bottom of the Mail Merge Wizard.  Click Next – Starting Document.

4)     Select Current Document

5)     Click Next – Select Recipients at the bottom of the Mail Merge Wizard

1. Select use existing list
2. Click Browse and navigate to the xls file we created, highlight it and click OPEN
3. Click OK in the Select Table window
4. From this next window you can select who you want to send an email to.  Click OK

6)     Compose the body of your email.  When you get to a point in the email that you want to insert data, for example first name, click More Items…. And select your field.

7)     When you are done with your message, click Next – Preview your email message at the bottom of the Merge Wizard

8)     If everything looks okay, click Complete the Merge

9)     To send the email, click Electronic Mail under Merge

10) Enter the Subject line and click OK to send the email to each person in your list