Lists: Exporting names for mail merge
You can select names and addresses from your QuickBooks records to merge with documents you create with a word processor. This feature works with all QuickBooks lists of names (Customer:Job, Vendor, Employee, and Other Names). For example, you can create a form letter to your vendors in your word processor and have your vendors' names and addresses incorporated automatically into the letter.
Watch how to export contact information to a mail merge file.
To export names for mail merge:
- Choose File > Export > Addresses To Text File.
- In the Select Addresses for Export window, choose the names you want to merge.
- (Optional) Select the “Include jobs” checkbox to include the jobs associated with the customers you selected.
Select this checkbox ONLY if there is a different name or address for each job. If the customer name and address are the same for each job, leave the checkbox clear (otherwise, you'll end up with duplicate form letters to the same name and address).
- Click OK.
- Enter a filename for the names and addresses you selected.
The file is a tab-delimited file that contains name and address information for the names you selected.
Notes:
- Each piece of information in a mail merge data file has a field name that you can use in a form letter. For example, the First Name field inserts the first name of each person when you print copies of the letter.
- Some of the fields let you use parts of an address instead of the entire address. For example, you can use the City field to mention a person's city within a sentence. QuickBooks also provides fields for placing the full block address at the beginning of a letter.