After creating or editing a letter, you can print test letters to make sure everything is correct, then print the real letters to mail to recipients. You can also redownload or delete letters that you recently generated.
Print Preview or Test Letters
To help you check that your letters are correct before you run them, you can print drafts of your letter in two places in the letters workflow: when you are creating the letter (this requires no filters) or before you print the final letters (this uses filters).
Print Preview Letter
If this is the first time you are using a letter template, we highly recommend downloading a preview of your letter first. This helps you verify the letter's length, because the onscreen view is a close approximation, but is not exact. If you are using preprinted letterhead, check that the letter's text and images are placed correctly.
To download a PDF of your letter, click Design, then click Download Preview. On the preview, merge fields and data tables appear with "XXXX" in the fields.
Print Test Letters
Run a test batch of letters to verify that everything is correct. This generates only the first five letters, with their data fields filled in. The letters are not saved, and no interactions are generated.
To print test letters:
From the Edit Letter page, click Save And, then click Preview.
On the Preview Letter page, click Run, then click Test.
Print and Download Final Letters
You can generate a batch of letters from the Edit Letter or Letter Templates page.
To generate a batch of letters from the Edit Letter page, click Save And, then Preview. To generate a batch of letters from the Letter Templates page, click the arrow next to the template that you want to run, then click Preview.
Click the Transactions or Constituents tab to see the entries that are included in the letters.
Click Run, then click Run again to run the letters.
Click Download Letters to download a PDF of the letters included in the batch.
Download Addresses, Envelopes, and Labels
Once you've generated a batch of letters, you can also download addresses, envelopes, or labels.
To download a .csv file of all of the addresses that you can use to perform a mail merge, click Download Addresses.
To download a PDF of #10 envelopes for all constituents included in the letter, click Download Envelopes. You also have the option to include return addresses. The return address and organization name are populated from your Organization Settings at the time the letter is first run.
To download a PDF of Avery 5160 address labels for all of the constituents included in the letter, click Download Labels.
Tip: Letters and labels are sorted first by country, then by ZIP code. Constituents are skipped if their primary address is bad, incomplete, or missing. For more information, read Handle Skipped Recipients When Generating Letters.
Warning: When a zip code starts with a zero (for example, 07083), the leading zero is dropped. After downloading your address file, reformat the zip code column to keep the leading zeroes by following Microsoft's instructions here.
When you generate letters, the following happens:
Interactions are created on each recipient's timeline.
The recipient's letter is saved on the interaction.
Transaction letters with an Acknowledgement purpose mark the associated transaction as acknowledged, and the transaction has a link to the interaction.
Redownload or Delete a Generated Letter Batch
On the Letter Templates page, the Most Recent Mailings list contains the last five batches of letters generated in your database. Click the arrow next to a letter to download the letter PDF, addresses, envelopes, or labels.
For more information about editing and reprinting individual letters, read Edit an Individual Letter.
Delete a Letter
To delete the generated letter and remove all of its associated interactions, click the arrow next to the letter, then click Delete. For letters with an Acknowledgement purpose, you may also choose to set the Acknowledged field to No on the associated transactions if this letter is the only interaction linked to the transaction. Otherwise, the Acknowledged field remains Yes.
Note: The Delete option is only available on letters run on or after December 12, 2013.