Mail Merge

Enable security permissions and other access

Use security roles and tasks to enable access to mail merge functionality.

To select recipients in bulk, you'll also need access to the corresponding basic lists and advanced lists.

You'll also configure access to templates for each application type.

Only roles and users who have security roles and tasks for mail merge appear as options for template access.
If a user has multiple roles, and the roles differ in their access, then a role or setting that grants access will over ride a role that doesn't grant access. Thus the use will have the highest access specified by their roles and settings.
For each application type, you'll configure access by role or for individual users. To do this in Core, select Communication, Mail merge, Template access.

View a list of mail merge jobs

Select Core.
Select Communication.
Select Mail merge. A list of jobs appears and shows the
- job name,
- template used,
- when the job was created,
- who created it,
- when the job was viewed,
- who viewed it,
- and the number of recipients.
To sort the list, select a column header. Select it again to reverse the order. Drag and drop the column headers to rearrange them.

You and also Search the list or Filter it by template, creator, and date of creation.

For each job:
- select the number of recipients to see their names.
- select the ellipsis (...) for more options, such as to:
  - view and download the results as an Adobe (.pdf) or Microsoft Word (.docx) files,
  - view and download mailing labels,
  - or delete the job (including the result files).

Search, filter, or sort the list of mail merge jobs

Select Core.
Select Communication.
Select Mail merge. A list of jobs appears.
- Drag and drop the column headers to rearrange them.
- To sort the list, select a column header. Select it again to reverse the order.
- Select Filter and then choose to filter by template, creator, and date of creation.

View the names of recipients for a mail merge job

Select Core.
Select Communication.
Select Mail merge. A list of jobs appears.
Find the job in the list. On it's row, select the number of recipients. Their names and roles appear.

Create a mail merge job

Select Core.
Select Communication.
Select Mail merge. A list of jobs appears.
Select + New. See create a mail merge job for additional instructions.
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.
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.
Select Next.
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.
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.
Select Next.
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.
Find the job in the list. Select the ellipsis (...) for more options. You can view and download the printable results, as well as mailing labels.

View and download the results of a mail merge job

Select Core.
Select Communication.
Select Mail merge. A list of jobs appears.
Find the job in the list. On the list's row, select the ellipsis (...) for more options.
Select View .pdf (Adobe) or View .docx (Microsoft Word).

A preview of the results appears. Review the letters with merged data.
Select Download or Print (top right corner).

Tip: Ensure your internet browser allows pop ups.

The file is downloaded to your local computer or printed based on your internet browser settings.

View and download mail merge labels

Select Core.
Select Communication.
Select Mail merge. A list of jobs appears.
Find the job in the list. On the list's row, select the ellipsis (...) for more options.
Select Mailing labels.
Select the Label type.
Select whether to include the Grad year, current Grade, or Neither for students or candidates.
Select the Salutation format.
If the mailing list is student-related, you can select to include users who have Parental access, are Listed as parents, or Both.
Select Generate Report. A preview of the results appears. Review the labels with merged data.
Select View/print .pdf (Adobe) or View/print Word (Microsoft .doc).

Tip: Ensure your internet browser allows pop ups.
Review the preview. Then select Download or Print (top right corner).

The file is downloaded to your local computer or printed based on your internet browser settings.

Delete a mail merge job

Select Core.
Select Communication.
Select Mail merge. A list of jobs appears.
Find the job in the list. On the list's row, select the ellipsis (...) for more options.
Select Delete and confirm. The job and the corresponding result files are permanently deleted.

Enable a basic or advanced list for use with mail merge or mailing labels

Consider using a list for groups that you contact regularly.

For details, see basic lists and advanced lists.

Select Reporting.
Select Manage lists.
Select Manage basic and advanced lists.
Edit an existing Basic list or Advanced list.

To create a new one, select Add.
Configure the list.
Select Enable mail merge.
Select Enable mail labels.
Determine who has access to run the list. To use the list for mail merge and mailing labels, you must have access to run the list.
Basic lists - topics not supported for mail merge
Most of the non-Admissions list topics are supported for constituent mail merges. However, lists using the following topics will not appear for use with mail merges.
- Pushpage (Newsletter) | Sent Pushpage (Newsletter) Jobs
- Student Information | Absence Export
- Teams | Student Team details
- Teams | Athletic Facility
- Teams | Athletic Location
- Teams | Athletic Opponent
- Courses | Course Details
- Enrollments | Parents of Students with Enrollments (Current Year)
- Enrollments | Student Enrollments
- Grades | Current Year Grade Detail
- Grades | Transfer Grades Detail
- Grades | Current Year Honor Roll
- Grades | Current Year Honor Roll for Parents (Formula 1 Average)
Advanced lists - Required output option

When you create or edit the advanced list, a User base.user ID option must be selected in the Output Options for Mail merge drop down menu.

Your list can include any object(s) when creating the list.

As long as you can identify the user in Output Options, the list will be available in mail merge.

Note: If this is a mail merge for Admissions, then Mail Merge dropdown must be set to Candidate.Prospect Instance ID.
Select Save.

Examples:

Each week, send birthday cards to current students or alums.
Each year, send an invitation to alums or the families of students for special community event.
Each term, send deadline reminders to candidates or incoming students.

Mail merge