To create an action letter:

The following example describes how to create a student action letter for student relations. The same basic steps apply for creating other action letters.

  1. On the Mail page, click Letters
  2. From the list on the left, select Action Letters
  3. Click New on the action bar
  4. On the General tab, in the Create letters for field, select Students 
  5. In the Send letters to field, select Student Relationships
  6. Select the other options on the General tab as appropriate. For example, select the action start date and whether to include actions for which letters have already been sent
  7. Select the Fields to Include tab 
  8. You can select fields from the following categories: Students, Addresses, Secondary Addressees/Salutations, Relationships, and Action. For example:
    • In the Students category, you can select the Students ID and First name fields
    • In the Relationships category, you can expand the Person Relation subcategory and select the Primary addressee and Primary salutation fields. In the Addresses subcategory, you can select the Full address field.
  9. Select the Filters tab to narrow the records included in the process. 
  10. Select the Relationship Filters tab to narrow the relations included in the process. For example, you can filter by relationship type (such as Father and Mother), related individuals, and related faculty/staff.
  11. In the fields at the bottom of the tab, you can select to ignore, include, or exclude relations based on specific criteria, such whether the relation is an emergency contact and/or lives with the student.
  12. Select the Attributes tab to add, delete, or update an attribute on the included student records
  13. Select the Address tab to define address criteria. For example, you can validate addresses as of a specific date and consider seasonal addresses.
  14. Select the Format tab
  15. In the Detail section, you can mark the following checkboxes: Omit punctuation from mailing, Print in ALL CAPS, Combine letters for each spouse pair, and Combine letters for Students with the same related records
    Note: To print only one letter for married parents, you must mark the Combine letters for each spouse pair checkbox
  16. In the Sort section, select the sort fields. For example, select Action Date Descending as the primary sort and Student Name Ascending as the secondary sort.
  17. Select File, Save from the menu bar
  18. Name and save the letter parameter form
  19. Select File, Merge
  20. On the Microsoft Word Mail Merge Wizard screen, click Next
  21. Mark Perform a simple mail merge using only one document or Perform a conditional mail merge using multiple documents.
    Note: The following steps describe how to create a simple mail merge.
  22. Click Next
  23. Click Create merge document
  24. On the blank letter, enter the introduction and body of the letter and, where appropriate, click Insert field to select each merge field to include 
  25. Click Save and return 
  26. Click Next
  27. In the Save document as field, enter the document path and name
  28. Click Finish to create the merged document
  29. When the processing is done, the merged document appears on the screen