Did you know that you can use Apple’s Pages and Numbers to do a mail merge? Mail merging is a powerful way to communicate personal messages with your donors:
- Send a batch of thank-you letters or acknowledgements.
- End-of-year donation statements.
- Campaigns and appeals.
1. The first thing you need to do is export your list. You can export either donors or donations. Pro tip: if you’re sending an appeal or campaign, export your donor list. If you’re doing acknowledgements, then export your donation list.
2. After you’ve downloaded your file, open it up in Numbers. Select the first row, and from the menu that pops up, click “Convert to Header Row”. Now save the file as a Numbers document.
3. Now open up Pages, and create a new document.
4. Make sure the Inspector is open (View menu, then “Show Inspector”, if it’s not already open). Click on the “Link Inspector” tab. Click “Merge”, and then click “Choose…” to select the mail merge source.
5. Now select your Numbers document.
6. The “Merge” inspector palette should change to show you a list of available merge fields from your Numbers spreadsheet.
7. Now you can build your letter by setting up mail merge fields. To insert a merge field, go to the Insert menu, choose Merge Field, and then choose the name of the merge field that you’d like to insert. The merge field will appear in the document at the cursor position.
8. When you’ve finished setting up your document just the way you want it, you can finish the job by actually creating the mail merge. To complete the mail merge, go to the Edit menu, and choose Mail Merge….
9. In the dialog that pops up, choose “New Document” from the “Merge to” menu.
10. Pages will open up a new document with a separate page for each record in your Numbers document. Now you’re ready to print, stuff, and mail!
Apple also has a nice video on their support site showing how to go through the same procedure.