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Mail Merge Issue

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Copper Contributor
Posts: 8
Country: United_Kingdom
Accepted Solution

Mail Merge Issue

Hi There,

 

I'm using Act Pro 2013 and when I imported my contacts, I made the mistake of leaving them all in capitals.

 

This is causing me an issue when I use the mail merge facility as it looks unprofessional.  I know how to create a mail merge, i have also figured out how to use the switching options in word \*lower -  \*caps etc. and this works fine for mail merge letters.  When i try to use a mail merge template for outlook, the switching either doesn't seem to work (leaving the name in capitals) or it replaces the mail merge field with random letter such as - 32091e9a-9b5c-4dcc-965b-E91dab09f9e8.  My outlook version is 2010.

 

Does anyone have any ideas to help?

 

The other option I tried was to export the database, use excel to format all of the names correctly (which I have now done) but I can't work out how to import them again and merge with the existing records.  When I import, it creates new records.  I have 5000 records so I can't change the names manually or afford a third party software to do this.  This may need posting in a different sections.

 

Any help would be greatly appreciated.

 

Thanks

 

Paul


Accepted Solutions
Solution
Accepted by topic author Whitman77uk
‎09-25-2015 03:20 AM
Copper Contributor
Posts: 8
Country: United_Kingdom

Re: Mail Merge Issue

Thanks Bill,

 

Thanks for the backup tool too.  I'll certainly take a look at that.

 

I think i've sorted it (in terms of updating all of my data).  If anyone is having similar problems;

 

I managed to export the data to excel

I then edited my data in excel (using the proper formula to get rid of CAPITALS)

I had problems importing the updated data (it was not merging, only trying to create new records as couldn't identify/match existing records)

I had to adjust the duplicate checker (tools, preferences, admin, duplicate chekcer)

I then changed the checker to match the data I needed to import

The data then imported and merged ok (make sure you choose custom import and select 'replace with source contact' at the end)

 

I had to play around a bit and if wanting to change large amounts of data, only test on a few records initially.  As Bill says, do a full back up first so you can always restore if it goes wrong.

 

Thanks for the help, if anyone knows why the switches don't work through the act/outlook combination i'd be interested to hear why.

View solution in original post


All Replies
Nickel Elite Contributor
Posts: 934
Country: USA

Re: Mail Merge Issue

[ Edited ]

Hello Paul,

 

You didnt mention your complete version of ACT!2013 Pro or OS info.

Here is kb article on Compatibility of ACT! and Outlook/office

http://kb.swiftpage.com/app/answers/detail/a_id/29499/kw/act!2013%20and%20outlook2010%20compatibilit... 

May help?  I'm just guessing.

 

Is everything current?

Have you manually checked for Windows Updates?

Have you installed the most curr Services pak and hotfixes ?  not sure of UK version

reference download center link  US version  http://act.com/support/download-center/    or  http://download.act.com/support/downloads/Sage-ACT-Pro-2012-Product-Downloads.html    Good luck - cheers - FSBill

 

 

 

 

 

Bill Williams - Owner/Consultant/Trainer at Fill Staff "ACT! FOR RECRUITERS"
Manage Your ACT! Backups http://fillstaff.com/backupfolderspro.html - FREE
BIG ACT! LAYOUTS for Larger Monitors www.bigactlayouts.com
Protect your Files & Folders with Folder Lock Pro by New Software http://download.cnet.com/Folder-Lock/3000-2092_4-10063343.html
Copper Contributor
Posts: 8
Country: United_Kingdom

Re: Mail Merge Issue

Hi Bill,

 

Thanks for the email.

 

I am running Windows 7 and Office 2010 32 Bit (every update has been run now but the same issue is occurring).

 

My version of Act is Sage ACT! Pro 2013 Version 15.1.108.0 which i also think is up to date.

 

The mail merge switching works when consutructing a letter, it goes crazy when using the template in outlook!

 

Is there a way to export the database, make the changes and then merge it back in to the existing database overwriting the existing fields in capitals?

 

Thanks

 

Paul

Nickel Elite Contributor
Posts: 934
Country: USA

Re: Mail Merge Issue

Paul,

 

Are you using Windows 7 Pro 64 bit? or other?

Are you usiing the ACT! Word Processor  or  the MS Word Processor?

Are you single user or Are you syncing multiple databases? 

 

This info will help others help you resolve.  I am out of ideas unless you maybe export your Contact fields data to excel, then convert case, then import back into ACT!. I'm just guessing?

 

Here is link on How To Change Case using MS Excel  http://support.microsoft.com/kb/263580 

Here is link to find a ACC http://www.act.com/partners/act-certified-consultants/ 

 

Hopefully someone else on this forum will be able to assist further? Cheers - FSBill

 

Bill Williams - Owner/Consultant/Trainer at Fill Staff "ACT! FOR RECRUITERS"
Manage Your ACT! Backups http://fillstaff.com/backupfolderspro.html - FREE
BIG ACT! LAYOUTS for Larger Monitors www.bigactlayouts.com
Protect your Files & Folders with Folder Lock Pro by New Software http://download.cnet.com/Folder-Lock/3000-2092_4-10063343.html
Copper Contributor
Posts: 8
Country: United_Kingdom

Re: Mail Merge Issue

Hi Bill,

 

Thanks for your help with this.

 

I'm tending to agree with you about changing the current data (my preferred option).  I have worked out how to export the entire database (then change the contacts in excel using the "proper" formula).

 

I'm then struggling to import that updated data again and getting it to merge with the existing files.  Do I need to export a lot of fields to my .csv file to enable it to match with the existing act database when imported again.  I am slowly expanding it but it didn't work with just Contact and Salutation.

 

I am testing as we speak with a small section of data to ensure i don't wipe everything!

 

Sorry if i'm confusing you.

 

In terms of the initial mail merge issue;

 

I'm using Windows 7 (64 bit)

Office 2010 (32 Bit)

 

I have created normal word mail merges and they work fine using the word switches with outlook.  The only problem i get is when I try to use the .adt files.  They work fine as letters (also using the switch) but the random errors happen when using the .adt for an email template.

 

I am very grateful for you help.

 

Thanks

 

 

Nickel Elite Contributor
Posts: 934
Country: USA

Re: Mail Merge Issue

Hey Paul,

 

Sounds like you are on the right track?

Before making any major changes be sure to BackUP your ACT! database

Use  File / Backup / Database   option.

Here is how I manage my ACT! DB Backups = FREE  http://fillstaff.com/backupfolderspro.html 

Downoad it, unzip it(extract all), then copy/paste it into your ACT! Backups folder.

I would first try just exporting/importing the Contact Names / Company names fields only?

When you perform your import back into ACT!, you can specify how to handle matching records.

Cheers - FSB

 

Bill Williams - Owner/Consultant/Trainer at Fill Staff "ACT! FOR RECRUITERS"
Manage Your ACT! Backups http://fillstaff.com/backupfolderspro.html - FREE
BIG ACT! LAYOUTS for Larger Monitors www.bigactlayouts.com
Protect your Files & Folders with Folder Lock Pro by New Software http://download.cnet.com/Folder-Lock/3000-2092_4-10063343.html
Solution
Accepted by topic author Whitman77uk
‎09-25-2015 03:20 AM
Copper Contributor
Posts: 8
Country: United_Kingdom

Re: Mail Merge Issue

Thanks Bill,

 

Thanks for the backup tool too.  I'll certainly take a look at that.

 

I think i've sorted it (in terms of updating all of my data).  If anyone is having similar problems;

 

I managed to export the data to excel

I then edited my data in excel (using the proper formula to get rid of CAPITALS)

I had problems importing the updated data (it was not merging, only trying to create new records as couldn't identify/match existing records)

I had to adjust the duplicate checker (tools, preferences, admin, duplicate chekcer)

I then changed the checker to match the data I needed to import

The data then imported and merged ok (make sure you choose custom import and select 'replace with source contact' at the end)

 

I had to play around a bit and if wanting to change large amounts of data, only test on a few records initially.  As Bill says, do a full back up first so you can always restore if it goes wrong.

 

Thanks for the help, if anyone knows why the switches don't work through the act/outlook combination i'd be interested to hear why.

Nickel Elite Contributor
Posts: 934
Country: USA

Re: Mail Merge Issue

Paul,

Good work.

Gilles at Exponenciel also provided following solution below

Add-on to Change Caps to Lowercase Names

Automatic Field Calculations has a FcaseL function. I believe this is what he needs.

 FcaseL will capitalize every first letter of the words of a string and make all other letters lowercase. Ex: if FieldA="A1 haRDWARE" then Fcase[FieldA] returns A1 Hardware

 Gilles Cavin http://www.exponenciel.com 

So it appears we have at least two solutions - cheers - FSBill

Bill Williams - Owner/Consultant/Trainer at Fill Staff "ACT! FOR RECRUITERS"
Manage Your ACT! Backups http://fillstaff.com/backupfolderspro.html - FREE
BIG ACT! LAYOUTS for Larger Monitors www.bigactlayouts.com
Protect your Files & Folders with Folder Lock Pro by New Software http://download.cnet.com/Folder-Lock/3000-2092_4-10063343.html