Partner Essentials allows you to create, then Export, a CSV file of your Contacts with their mailing information for use in large-scale mailings. Once exported, this list can be used to create letters, labels, and envelopes for an external Mail Merge document.
There are several places from which you can Export a list of Contacts:
- Export from the Dashboard
- Export from the Contacts Tab
Export From the Dashboard
This option is the easiest way to export a mail merge list of your “Newsletter Recipient” contacts. Follow these steps each time you wish to export your list of contacts to send your “Newsletter,” or prayer update. Mail Merge is helpful for contacts who have opted to receive “Physical” or “Both'' (Physical AND Email) versions of your Newsletter.
NOTE: You can set a Contact’s “Newsletter” preference by visiting the Contacts tab. To do this, go to the Contacts tab and select a specific Contact. Within A Contact’s Page, look in the top section of information. Select the pencil icon to make changes to this contact’s “Newsletter” preferences (i.e. Both, Email, None, Physical).
- Go to the Dashboard
- Scroll to the “To Do This Week” section.
- In the top right corner or this section is the “NEWSLETTER” dropdown menu.
- Click on “NEWSLETTER”, and then select “Export Physical.”
- This action will prompt a pop-up box of Export options.
- Partner Essentials will generate a CSV file of the selected contacts that can be saved to your computer.
Export From the Contacts Tab
This option is the easiest way to export a mail merge list of ALL Contacts or a subset of your Contacts. Follow the steps below each time you wish to filter and export a list of contacts. This may be helpful when sending a special mailing (i.e. an End of Year Ask, Christmas Letter, Support Letter, etc).
- Go to the Contacts tab.
- Unhide the Filters menu and add any desired filters. For this example we selected the Tag “EOYA 2023”.
- Then “Select All” Contacts in this list by clicking to check the topmost box.
- Once you have the desired contacts selected, visit the “Actions” dropdown menu.
- Click “Export” and select the option that best fits your situation. This will download a CSV file of your Contact list to your computer.
For more information on Contacts Filters, visit the Contacts: Lookup with Filters and Tags article within Partner Essentials.
Understanding Your Export Options
- PDF of Mail Merged Labels. This experimental option allows you to pick from two commonly used Avery templates of labels (a common software option for Mail Merged labels). You can then format your exported addresses within the chosen template.
- CSV for Mail Merge. This option is best for making mailing labels. The addresses will be formatted based on the “Home Country” you’ve selected in your Partner Essentials Preferences.
- Advanced CSV. This option creates a CSV file with information for your contacts. It is best for advanced sorting/filtering and importing into other software.
- Advanced Excel. This option creates an XLSX file with information for your contacts. It is best for advanced sorting/filtering and importing into other software that does not work with a CSV file.
Creating Address Labels for Avery Label Templates
Avery labels are the most common type of envelope label. They also offer a very helpful tool for taking addresses, merging them to labels, and printing at home.
Give Avery a try for printing your address labels
Mail Merge in Word and Pages
Use the links below to learn how to perform a Mail Merge in the word processor you are using.
Mail Merge using Google
Use the links below to learn how to perform a Mail Merge using Google Sheets or Google Docs.
- Learn how to Open a CSV File in Google Sheets
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Add Mail Merge for Google Docs from Google Workspace Marketplace. (Mail merge is currently a free mail merge for Google Docs).
NOTE: Other add-on Mail Merge tools are available, but there may be a software fee associated depending on the tool you choose. - Learn to Mail Merge Letters, Labels, and Envelopes for printed mailings:
- Scroll down midway on the Add Mail Merge for Google Docs linked page for step-by-step instructions about How to Create a Mail Merge Document in Google Docs and How to Create a Mail Merge from a Google Sheets.
- Learn to Mail Merge in Gmail:
- (video) Gmail Introduces Mail Merge
- (article) Send Personalized emails with Mail Merge
Protecting Sensitive Information
Once you have printed your envelopes and completed your Mail Merges, the best practice is to delete the files you’ve downloaded from Partner Essentials. This protects your donors’ financial information should someone gain unauthorized access to your computer.