Creating letters from a recipient list

An invitation, reminder or newsletter to all your customers, each with the right name and address on it. Typing them out one by one is a lot of work. With Mail merge, Euro-Office creates all the letters at once from a spreadsheet of addresses.

What do you need?

• A spreadsheet (xlsx) in your WebOké Nextcloud with the column names in the first row, for example Salutation, Name, Company, Address, ZIP Code, City. Each following row is one recipient.
• A letter (docx) with the fixed text.

Step 1: linking the recipient list

1. Open the letter.
2. Go to the Collaboration tab and click Mail merge (1).
3. Choose From Storage to pick the recipient list from your Nextcloud, From file for a file on your computer, or From URL for a file on the internet.

The Mail merge settings appear on the right. Use Edit recipient list to tick or untick recipients.

Step 2: adding fields to the letter

1. Place the cursor where the name should go.
2. Click Insert merge field on the right and choose Name.
3. Do the same for Company, Address, ZIP Code and City. Add spaces and line breaks between the fields yourself, and for example type a comma after the salutation.

Step 3: checking and merging

1. Click Preview results. Use the arrows to browse through the letters per recipient.
2. Under Merge to, choose what you want: a single PDF with all the letters for printing, a Docx to check further, or Email.
3. Choose whether you want all records or just some, then click Download or Save.

Pitfalls and limitations

• Euro-Office merges a maximum of 100 recipients at a time. If you have more, do it in batches (records 1 to 100, 101 to 200) using From and To.
• Mail merge works in the browser, in your WebOké Nextcloud.
• Euro-Office can't create address labels (several addresses on one sheet): each letter gets one recipient. A fair alternative: create the labels in a spreadsheet with the addresses in a grid that fits your label sheet, or use a label program from your label manufacturer.
• Does a ZIP Code appear without a leading zero, or does an amount look odd in the letter? Check the number format in the spreadsheet (see Keeping the leading zero in a phone number or postcode).