Sending By E-mail

If your first choice is to send a letter by e-mail, and then by regular mail if that is not possible, you can send in two stages:

• Do your mail merge, then save the letters without printing them.
• Use the E-mail Robot to select the letters you just merged, and send them. Only letters associated with people who have valid e-mail addresses will be considered. After sending the e-mails, VSys will mark them as "Sent".
• Use the Letter Manager to select the letters you merged, but exclude those which are already marked as "Sent". This eliminates those which were successfully sent by e-mail. Print these remaining letters and their labels as appropriate.

If you print letters immediately after e-mailing, you may want to follow up a week later, repeating the final step. By this point, any e-mails which were sent but not deliverable have probably been handled (and marked as "Pending" by VSys), and you can mail printed letters to those people who did not receive their e-mails.

Immediate sending by e-mail

From the merge results screen, you may be able to use SMTP or the MAPI E-mail Robot to immediately send one or more letters via e-mail. On the left side of the list of letters, look for the section Send electronically. If present, you can click on SMTP or on the name of your e-mail program, likely "Microsoft Office Outlook".

Your e-mail application will only appear as an option here if you've checked Enable the MAPI E-mail Robot to send messages via Outlook on the System Preferences tool under Advanced.