Mail Merge with RezExpert and Microsoft Word

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Overview

Microsoft Office Word allows you to create custom letters, emails, etc., to bulk send to guests. Within RezExpert, you can create your client list using the Export function.

Prerequisites

  • Access to RezExpert
  • Microsoft Office Word
  • Microsoft Excel

Steps

Exporting the Client List

  • The Export function is available in many areas within RezExpert, allowing you to export the required information.
  • For example, the Arrivals/Departures panel allows you to export client and reservation information.
  • Click on the In/Out button on the Availability Grid.
  • The Export button is available on the tabs within the Arrivals/Departures panel.
  • Select the required tab. The General tab is recommended as it contains all reservations within the selected Date Range and Radio button, regardless of Status (except Cancelled reservations).
  • Adjust the date range to the required period.
  • Select the required radio button, e.g., Arrival Date.
  • Click Refresh, and the panel will display all reservations that meet the criteria.
  • Click Export.
  • Within the Data Export panel, click on the Column Editor button to create a Preset Column list. Once created, you can recall the column list in the future.
  • Enter a Label for your reference.
  • Untick the Sel All flag and tick the required Export column(s).
  • Click Submit and then Continue.
  • The data will display; click Export.
  • The exported data file will then download for your use.

Cleaning up the Data File

  • It is essential to review the exported data file before using it in your mailing.
  • Open the file within Microsoft Excel.
  • Review the exported file to remove any duplicates, records with no email addresses (if sending an email), and any other unrequired information.

Remove Duplicates

  • Clear out any duplicate client records.
  • Click on the Data tab.
  • Select the Remove Duplicates option.
  • Unselect all columns and tick the required field to check, e.g., Client Name or Client Email.
  • Click OK to remove the duplicates.

Remove NA Emails

  • If you are sending emails, remove any records that have NA in the Client Email field.
  • When you have completed the review, save the file in CSV format.

Creating the Template

  • Open Microsoft Office Word to create your letter or email template to send to guests.
  • Click on the Mailings tab.
  • Click on Start Mail Merge and select the type of template.
  • Click on Select Recipients and select Use Existing List to select the saved exported CSV file.
  • Create the template.

  • Insert Merge Field will allow you to insert fields into the template that will display information from each client/reservation in the file.
  • For example: "Dear <>" will display "Dear John."
  • To preview before completing:
  • Click on the Preview Results option to preview the first record’s result.
  • Use the right arrows to switch through the other records.

Finalising

  • After the template has been completed and previewed, select Finish & Merge to either:
  • Print Documents to print the letter documents.
  • Send E-mail Messages to email out to the client’s email addresses.

  • To save the template for future use:
  • Click File and select Save As.
  • Enter a file name before saving.
  • When using the template in the future, complete the Select Recipients step with the new export file.

Troubleshooting

For further assistance, click here to print off the Help document.