REALIST TAX DATA – MAIL MERGED TO WORD 2007 PERSONALIZED LETTERS NOTE: Sandicor is providing this information in order to help agents who are already proficient in Microsoft Word 2007 so they can export Realist Tax data from Tempo and then use that data in personalized client letters. If you need further help on the exporting from Realist you can contact Sandicor’s Tech Support. If you need further help using Word 2007 you will need to rely on your own computer expert. REALIST TAX Logon to Tempo, then click the Public Records button. Realist Tax will open. Choose Search, General Query. Key in your criteria, then click Search at the top of the screen. Click Select All, then click Export. TAXWORD‐V2 01/20/10 Page 1 of 11 REALIST TAX DATA – MAIL MERGED TO WORD 2007 PERSONALIZED LETTERS At the top of the Export Builder page, under Full Record, choose Excel. Then move to the bottom of the screen to choose which fields to export. At the bottom of the screen click Clear All. Then check mark the fields you want to use. For this example, the following fields were used (but you can choose whichever fields you want): ¾ Owner Name ¾ Tax Billing Zip ¾ Owner First Name ¾ Street Name (this is the property street name) ¾ Tax Billing Address ¾ Street Suffix ¾ Tax Billing City & State ¾ Bedrooms TAXWORD‐V2 01/20/10 Page 2 of 11 REALIST TAX DATA – MAIL MERGED TO WORD 2007 PERSONALIZED LETTERS Once the fields are check marked, move to the top of the page and click Export. You will receive this message. You can click on the Export Mgr link to pick up your data. Once the export is in the Exports Ready to Pick Up section, click on the file name link. Click Save and save it as a .csv file to a location on your local computer. At this point you can close Realist Tax. TAXWORD‐V2 01/20/10 Page 3 of 11 REALIST TAX DATA – MAIL MERGED TO WORD 2007 PERSONALIZED LETTERS ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ WORD 2007 Open up a new document in Word 2007. We will be typing a regular letter but insert a merge field placeholder for the actual data which gets inserted at the time of the actual merge. Click on the Mailings tab in the Word 2007 ribbon, then click the Select Recipients button to link the letter to the new data. TAXWORD‐V2 01/20/10 Page 4 of 11 REALIST TAX DATA – MAIL MERGED TO WORD 2007 PERSONALIZED LETTERS Click the Select Recipients button, then click Use Existing List. The Select Data Source window will open. Use the window to find where your exported file was saved, then select it, and click Open. TAXWORD‐V2 01/20/10 Page 5 of 11 REALIST TAX DATA – MAIL MERGED TO WORD 2007 PERSONALIZED LETTERS Within your Word document, move to the spot where you want to insert the first field. Click the Insert Merge Field button. Select the Field, click Insert and then Close. After hitting Close, the document shows the name of the merge field (placeholder) with double chevrons surrounding it. TAXWORD‐V2 01/20/10 Page 6 of 11 REALIST TAX DATA – MAIL MERGED TO WORD 2007 PERSONALIZED LETTERS For ease in viewing where the mail merge fields are in the document, turn on highlighting by choosing the Highlight Merge Fields button. (Note this highlighting is for the screen only—it will not appear in the final printed document.) This is what the document will look like with the merge fields highlighted. Insert the rest of the mail merge fields by repeating for each field: ¾ Click the Insert Merge Field button. ¾ Select the Field, click Insert and then Close. Make sure that you key in spaces before and after the merge fields, plus add any necessary punctuation. When you are done writing the letter with the mail merge fields inserted, click Save. For instance, you could name it Customer Letter. TAXWORD‐V2 01/20/10 Page 7 of 11 REALIST TAX DATA – MAIL MERGED TO WORD 2007 PERSONALIZED LETTERS This is a sample of what a mail merge letter would look like with the mail merge fields (placeholders) inserted, prior to the actual merging of the data. TAXWORD‐V2 01/20/10 Page 8 of 11 REALIST TAX DATA – MAIL MERGED TO WORD 2007 PERSONALIZED LETTERS Click the Preview Results button to preview the actual data in the place of the merge fields. Use the left and right arrows to view each page. If you find that you missed inserting a merge field and need to edit the underlying Customer Letter document, click the Preview Results toggle button again to turn the preview mode off and get back to edit mode. Note that any editing you do to the data while in the main document or in the preview mode will make the change for ALL of the client letters. TAXWORD‐V2 01/20/10 Page 9 of 11 REALIST TAX DATA – MAIL MERGED TO WORD 2007 PERSONALIZED LETTERS When all editing is done and the preview of the underlying letter comes up clean, then click the Finish & Merge button, then Edit Individual Documents. This is a sample of the client letter after the merge has been completed. Each letter is a separate page in the Word document. You can edit any of the data as you feel is necessary. For instance, while El Aguila Ln probably looks okay in the address at the top of the letter, it might be better to spell out Lane in the body of the letter. You can page down through all of the client letters in the Word document and make any desired changes. When all of your changes are done, click Save As and save the the completed letters under a new document name, such as Carlsbad Farming Letters. (You might need this file in case any of the letters don’t print due to printer issues). You then can click Print to print the letters out. TAXWORD‐V2 01/20/10 Page 10 of 11 REALIST TAX DATA – MAIL MERGED TO WORD 2007 PERSONALIZED LETTERS ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ REUSING THE WORD CUSTOMER LETTER In the future if you want to use the original Customer Letter again, because you saved it separately from the data, you can reopen it and merge it with a new Realist Tax download. To do this, open up the Word document and when you see this message, click No. Once the Word document is open click on the Mailing tab and then on Select Recipients. Follow the rest of the Word steps that begin on Page 5. TAXWORD‐V2 01/20/10 Page 11 of 11