Create a mail merge job

You can create emails, printable letters, and mailing labels. Before you create a mail merge job, you'll need:

• Security access (roles and tasks) to use mail merge.

• Access to templates for an application type.

• Access to an existing communication template.

• Access to basic lists and advanced lists (to add recipients in bulk).

After you have access to these, you can create a mail merge job.

1. Select Core.

2. Select Communication.

3. Select Mail merge. A list of jobs appears.

4. Select + New.

5. Enter a descriptive Name for the job.

   Consider who, when, and why as you determine a name. For example "Welcome Seniors Fall 2026."

   Tip: Consider including naming conventions in your school's "Policies and Procedures" guide.

6. Select an existing communication Template.

   This determines the body of the letter and the placeholders used for the mail merge. Select Preview to review these contents. They'll appear in a new internet browser window.

   Tip: Ensure your internet browser allows pop ups.

   Tip: To create or edit a template, see communication templates.

7. Select Next.

8. Next, you'll search for and select recipients.

   • To add an individual, enter their name or Blackbaud ID username (email address) in Search for recipients.

     Select their name from the search results.

     Then select + Add to recipients.

   • To add recipients in bulk, select an existing List.

     Then select + Add recipients from list.

     Tip: Don't see the list you want? Create or edit a Basic list or Advanced list. Then select Enable mail merge. You can also Enable mail labels. Determine who has access to run the list (including for mailings). To use the list for mail merge and mailing labels, you must have access to run the list. Save the settings. For details, see basic lists and advanced lists.

9. The selected recipients and their roles appear in a list. Review the number of recipients.

   To remove a recipient, clear the check mark on their row. You can also select Clear all and then reselect the desired recipients.

10. Select Next.

11. Review the details of the job. Then select Finish.

    You return to the list of jobs. Consider filtering the list to show jobs you created today.

12. Find the job in the list. Select the ellipsis (...) for more options. You can view and download the results, as well as mailing labels.

Note: For information about mail merges for enrollment and admissions, see Mail merge for admissions staff.