We often get asked what is the best way to setup variable data printing and mail merges. Most people like to use Microsoft Word to setup their mail merge, but this is often problematic as mail merges in Word have limitations. We prefer using a PDF mail merge software which enables us to have greater control of the merge as well as more flexibility.

The best way to setup a merge is to have us do it for you. To do this you will need to create a PDF document and clearly label where merge fields need to be included. The easiest way to do this is to insert the field name ( <<field name>> ), where the variable data field will be inserted. It is also best to highlight this area to clearly demonstrate where each merge field will be inserted. It is also helpful to provide a description of all the variable data you would like to include and any special instructions. This description is helpful if you would like us to create special rules like adding variable images or changing font and text sizes dynamically if the text does not fit in the desired space.

Once Action Mail has formatted and created the merge we will send you proofs for you to review and to make sure that the merge is working correctly and the correct variable data is pulling into the document. Action Mail will also review the piece during our QAQC procedures to make sure everything is merging correctly and will check the longest and shortest record.

Having Action Mail setup your merge will allow more flexibility and control of your variable data printing. We will also be able to identify and avoid many pitfalls with setting up mail merges and ensure that the correct data is merged into your document and formatting remains as you would like it.