{"id":1896,"date":"2020-07-13T10:33:21","date_gmt":"2020-07-13T09:33:21","guid":{"rendered":"https:\/\/www.snapsurveys.com\/support-snapxmp\/?post_type=epkb_post_type_1&#038;p=1896"},"modified":"2023-10-05T14:20:20","modified_gmt":"2023-10-05T13:20:20","slug":"setting-up-mail-merge","status":"publish","type":"epkb_post_type_1","link":"https:\/\/www.snapsurveys.com\/support-snapxmp\/snapxmp\/setting-up-mail-merge\/","title":{"rendered":"Setting up mail merge"},"content":{"rendered":"\n<p>If you are producing a printed questionnaire for known respondents, you can insert the respondents&#8217; names and addresses on the front page of the questionnaire, and then mail them directly. You need to have a database set up with the names and addresses of respondents beforehand. Each address line must be in a different field.<\/p>\n\n\n\n<p>Once the respondents have completed and returned the questionnaire, their relevant details can then be keyed into <strong>Snap<\/strong> <strong>XMP Desktop<\/strong>. Subsequently, cases can be matched with records from the external database for the import of other personal information.<\/p>\n\n\n\n<p>To set up the questionnaire for a mail merge you must:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Create open-ended questions for the name and address lines.<\/li>\n\n\n\n<li>Create a new style for these questions so it places them in the correct position on the page.<\/li>\n\n\n\n<li>Create a link to the database holding your respondents&#8217; names and addresses<\/li>\n\n\n\n<li>Select the link in <strong>Panel data<\/strong> in <strong>Data Entry<\/strong> mode and print the questionnaire<\/li>\n<\/ul>\n\n\n\n<h2 class=\"wp-block-heading\"><a id=\"post-1896-_Toc33623596\"><\/a>Adding the space for the respondent&#8217;s name<\/h2>\n\n\n\n<ol class=\"wp-block-list\">\n<li>Open the survey in <strong>Design<\/strong> mode and create a new <strong>Open Ended<\/strong> question below the subtitle.<\/li>\n\n\n\n<li>Type &#8220;Name:&#8221; in the area marked &#8220;Click here for text&#8221;. This is only used for reference while creating the style.<\/li>\n\n\n\n<li>Click <img decoding=\"async\" width=\"26\" height=\"26\" class=\"wp-image-1897\" alt=\"VariablePropsIcon.png\" src=\"https:\/\/www.snapsurveys.com\/support-snapxmp\/wp-content\/uploads\/2020\/07\/variablepropsicon-png-15.png\"> or press <strong>Alt+Enter<\/strong> to open the <strong>Variable Properties <\/strong>dialog.<\/li>\n<\/ol>\n\n\n\n<figure class=\"wp-block-image\"><img fetchpriority=\"high\" decoding=\"async\" width=\"532\" height=\"418\" src=\"https:\/\/www.snapsurveys.com\/support-snapxmp\/wp-content\/uploads\/2020\/07\/addrespname-png.png\" alt=\"AddRespName.PNG\" class=\"wp-image-1898\" srcset=\"https:\/\/www.snapsurveys.com\/support-snapxmp\/wp-content\/uploads\/2020\/07\/addrespname-png.png 532w, https:\/\/www.snapsurveys.com\/support-snapxmp\/wp-content\/uploads\/2020\/07\/addrespname-png-300x236.png 300w\" sizes=\"(max-width: 532px) 100vw, 532px\" \/><\/figure>\n\n\n\n<ol class=\"wp-block-list\" start=\"4\">\n<li>Change the question <strong>Name <\/strong>property to &#8220;Name&#8221; and click<strong> OK<\/strong>. The word &#8220;Name&#8221; now appears in place of the question number.<\/li>\n<\/ol>\n\n\n\n<h2 class=\"wp-block-heading\"><a id=\"post-1896-_Toc33623597\"><\/a>Set the style to position the space for the respondent&#8217;s name<\/h2>\n\n\n\n<ol class=\"wp-block-list\">\n<li>Select the Name question you have just created.<\/li>\n\n\n\n<li>Move the code box to the right of the question by selecting <strong>Positions <\/strong>in the toolbar topic list. Set the question <strong>Position <\/strong>to <strong>Beside<\/strong>.<\/li>\n<\/ol>\n\n\n\n<figure class=\"wp-block-image\"><img decoding=\"async\" width=\"526\" height=\"164\" src=\"https:\/\/www.snapsurveys.com\/support-snapxmp\/wp-content\/uploads\/2020\/07\/addrespname2-png.png\" alt=\"AddRespName2.PNG\" class=\"wp-image-1899\" srcset=\"https:\/\/www.snapsurveys.com\/support-snapxmp\/wp-content\/uploads\/2020\/07\/addrespname2-png.png 526w, https:\/\/www.snapsurveys.com\/support-snapxmp\/wp-content\/uploads\/2020\/07\/addrespname2-png-300x94.png 300w\" sizes=\"(max-width: 526px) 100vw, 526px\" \/><\/figure>\n\n\n\n<ol class=\"wp-block-list\" start=\"3\">\n<li>Select <strong>Columns <\/strong>from the drop-down list and set it to <strong>Full Page<\/strong>. Set the number of columns to <strong>1<\/strong>, if it is set differently.<\/li>\n<\/ol>\n\n\n\n<figure class=\"wp-block-image\"><img loading=\"lazy\" decoding=\"async\" width=\"518\" height=\"93\" src=\"https:\/\/www.snapsurveys.com\/support-snapxmp\/wp-content\/uploads\/2020\/07\/addrespname3-png.png\" alt=\"AddRespName3.PNG\" class=\"wp-image-1900\" srcset=\"https:\/\/www.snapsurveys.com\/support-snapxmp\/wp-content\/uploads\/2020\/07\/addrespname3-png.png 518w, https:\/\/www.snapsurveys.com\/support-snapxmp\/wp-content\/uploads\/2020\/07\/addrespname3-png-300x54.png 300w\" sizes=\"(max-width: 518px) 100vw, 518px\" \/><\/figure>\n\n\n\n<ol class=\"wp-block-list\" start=\"4\">\n<li>Select <strong>Tabs <\/strong>in the toolbar topics, and then select <strong>Text <\/strong>in the drop-down list. Set the tab value to 0%. The space for the question text disappears, but that is fine, as it will be hidden. (The tab value sets the space reserved for text. You can move the response box to the right by increasing this value.)<\/li>\n<\/ol>\n\n\n\n<figure class=\"wp-block-image\"><img loading=\"lazy\" decoding=\"async\" width=\"432\" height=\"126\" src=\"https:\/\/www.snapsurveys.com\/support-snapxmp\/wp-content\/uploads\/2020\/07\/addrespname4-png.png\" alt=\"AddRespName4.PNG\" class=\"wp-image-1901\" srcset=\"https:\/\/www.snapsurveys.com\/support-snapxmp\/wp-content\/uploads\/2020\/07\/addrespname4-png.png 432w, https:\/\/www.snapsurveys.com\/support-snapxmp\/wp-content\/uploads\/2020\/07\/addrespname4-png-300x88.png 300w\" sizes=\"(max-width: 432px) 100vw, 432px\" \/><\/figure>\n\n\n\n<ol class=\"wp-block-list\" start=\"5\">\n<li>Select <strong>Alignment <\/strong>in the toolbar topics and then select <strong>Code Box<\/strong> and <strong>Left <\/strong>in the drop down lists.<\/li>\n\n\n\n<li>Use <strong>Ctrl<\/strong>+<strong>+<\/strong> to expand the response box until it is large enough for your address lines.<\/li>\n\n\n\n<li>Select <strong>Show <\/strong>from the toolbar topics drop-down list and uncheck the boxes for <strong>Name <\/strong>and <strong>Text<\/strong>.<\/li>\n\n\n\n<li>With <strong>Show <\/strong>selected, select <strong>Space before<\/strong> in the drop-down list, and set the <strong>Gap <\/strong>to 0.01cm. This specifies the gap between the lines of the address. You may need to set this to 0, or hide this space completely.<\/li>\n\n\n\n<li>Select <strong>Margins <\/strong>in the toolbar topics, and then select <strong>Data <\/strong>in the drop-down list. Set all the margin values to 0. This specifies the space between the box and the response data.<\/li>\n<\/ol>\n\n\n\n<figure class=\"wp-block-image\"><img loading=\"lazy\" decoding=\"async\" width=\"543\" height=\"39\" src=\"https:\/\/www.snapsurveys.com\/support-snapxmp\/wp-content\/uploads\/2020\/07\/addrespname5-png.png\" alt=\"AddRespName5.PNG\" class=\"wp-image-1902\" srcset=\"https:\/\/www.snapsurveys.com\/support-snapxmp\/wp-content\/uploads\/2020\/07\/addrespname5-png.png 543w, https:\/\/www.snapsurveys.com\/support-snapxmp\/wp-content\/uploads\/2020\/07\/addrespname5-png-300x22.png 300w\" sizes=\"(max-width: 543px) 100vw, 543px\" \/><\/figure>\n\n\n\n<ol class=\"wp-block-list\" start=\"10\">\n<li>Click <img loading=\"lazy\" decoding=\"async\" width=\"26\" height=\"26\" class=\"wp-image-1903\" alt=\"StyleModeIcon.png\" src=\"https:\/\/www.snapsurveys.com\/support-snapxmp\/wp-content\/uploads\/2020\/07\/stylemodeicon-png-14.png\"> or press <strong>Ctrl<\/strong>+<strong>M<\/strong> to go to <strong>Style <\/strong>mode.<\/li>\n\n\n\n<li>Click <img loading=\"lazy\" decoding=\"async\" width=\"27\" height=\"26\" class=\"wp-image-1904\" alt=\"StylePickerIcon.png\" src=\"https:\/\/www.snapsurveys.com\/support-snapxmp\/wp-content\/uploads\/2020\/07\/stylepickericon-png-4.png\"> to go to the <strong>Style Organiser<\/strong>. The style you have been working on will be selected in the left pane.<\/li>\n\n\n\n<li>Click <img loading=\"lazy\" decoding=\"async\" width=\"26\" height=\"26\" class=\"wp-image-1905\" alt=\"VariablePropsIcon.png\" src=\"https:\/\/www.snapsurveys.com\/support-snapxmp\/wp-content\/uploads\/2020\/07\/variablepropsicon-png-16.png\"> and type &#8220;Address line&#8221; in the <strong>Name <\/strong>field then click<strong> OK<\/strong>. This creates a new style called &#8220;Address line&#8221;, containing your changes.<\/li>\n\n\n\n<li>Click <strong>OK <\/strong>to close the <strong>Style organiser<\/strong>. Click <img loading=\"lazy\" decoding=\"async\" width=\"26\" height=\"27\" class=\"wp-image-1906\" alt=\"DesignModeIcon.png\" src=\"https:\/\/www.snapsurveys.com\/support-snapxmp\/wp-content\/uploads\/2020\/07\/designmodeicon-png-34.png\"> or type<strong> Ctrl<\/strong>+<strong>M<\/strong> to go back to <strong>Design <\/strong>mode.<\/li>\n<\/ol>\n\n\n\n<h2 class=\"wp-block-heading\"><strong>Create the address in your new style<\/strong><\/h2>\n\n\n\n<ol class=\"wp-block-list\">\n<li>Select the Name question that you have just inserted. Look at the <strong>Style <\/strong>box. If your new <strong>Address line<\/strong> style is not selected, select it to apply it to the Name question.<\/li>\n\n\n\n<li>Press <strong>Enter<\/strong> to create a new question. It is automatically created in Address Line style.<\/li>\n\n\n\n<li>Click the Properties button <img loading=\"lazy\" decoding=\"async\" width=\"26\" height=\"26\" class=\"wp-image-1907\" alt=\"VariablePropsIcon.png\" src=\"https:\/\/www.snapsurveys.com\/support-snapxmp\/wp-content\/uploads\/2020\/07\/variablepropsicon-png-17.png\"> and change the question <strong>Name <\/strong>property to &#8220;Address_1&#8221; and click<strong> OK<\/strong>.<\/li>\n\n\n\n<li>Repeat to create variables for the maximum number of address lines stored in your database. The example shows Address_1, Address_2, Town, Post_zip_code. Note that no spaces can be used in variable names.<\/li>\n\n\n\n<li>Change to <strong>Style <\/strong>mode (press <strong>Ctrl<\/strong>+<strong>M<\/strong> or click <img loading=\"lazy\" decoding=\"async\" width=\"26\" height=\"26\" class=\"wp-image-1908\" alt=\"StyleModeIcon.png\" src=\"https:\/\/www.snapsurveys.com\/support-snapxmp\/wp-content\/uploads\/2020\/07\/stylemodeicon-png-15.png\"> ) and remove the boxes from the Address line style. While they make it easy to locate the variables in the questionnaire, they do not improve the look of the printed address.<\/li>\n\n\n\n<li>Select <strong>Boxes <\/strong>in the toolbar topics, and then select <strong>&lt;None&gt;<\/strong> in the drop-down list. The questionnaire now appears to have a blank area where the address variables are.<\/li>\n\n\n\n<li>Click <img loading=\"lazy\" decoding=\"async\" width=\"26\" height=\"26\" class=\"wp-image-1909\" alt=\"SaveIcon.png\" src=\"https:\/\/www.snapsurveys.com\/support-snapxmp\/wp-content\/uploads\/2020\/07\/saveicon-png-27.png\"> to save your changes.<\/li>\n<\/ol>\n\n\n\n<h2 class=\"wp-block-heading\"><strong>Connect to your database of names and addresses<\/strong><\/h2>\n\n\n\n<ol class=\"wp-block-list\">\n<li>Select <strong>File | Database Link <\/strong>to display the <strong>Database Linkage<\/strong> dialog and click <strong>New<\/strong>.<\/li>\n<\/ol>\n\n\n\n<figure class=\"wp-block-image\"><img loading=\"lazy\" decoding=\"async\" width=\"596\" height=\"282\" src=\"https:\/\/www.snapsurveys.com\/support-snapxmp\/wp-content\/uploads\/2020\/07\/dblinksdlg-png-1.png\" alt=\"DBLinksDlg.PNG\" class=\"wp-image-1910\" srcset=\"https:\/\/www.snapsurveys.com\/support-snapxmp\/wp-content\/uploads\/2020\/07\/dblinksdlg-png-1.png 596w, https:\/\/www.snapsurveys.com\/support-snapxmp\/wp-content\/uploads\/2020\/07\/dblinksdlg-png-1-300x142.png 300w\" sizes=\"(max-width: 596px) 100vw, 596px\" \/><\/figure>\n\n\n\n<ol class=\"wp-block-list\" start=\"2\">\n<li>The <strong>Database Linkage Wizard<\/strong> dialog is displayed. Select the <strong>Import from database<\/strong> option and click <strong>Next&gt;<\/strong>.<\/li>\n\n\n\n<li>Click <strong>Select Database File<\/strong> and browse to the file containing the respondent data. (If the file is of an unrecognised type, you can identify it to <strong>Snap<\/strong> using the<strong> Build Data Link&#8230;<\/strong> button.)<\/li>\n\n\n\n<li>Select the table to use and click<strong> Next&gt;<\/strong>. (If you do not wish to import details for all the respondents in the file, you can set a filter here.)<\/li>\n\n\n\n<li>The dialog displays a list of<strong> Import\/Export Options<\/strong>. Select <strong>Append all cases<\/strong>. This option imports new cases from the database and appends them to the existing cases in the database. If you already have cases in your survey, you could select a different option so identical cases were not imported.<\/li>\n<\/ol>\n\n\n\n<figure class=\"wp-block-image\"><img loading=\"lazy\" decoding=\"async\" width=\"319\" height=\"131\" src=\"https:\/\/www.snapsurveys.com\/support-snapxmp\/wp-content\/uploads\/2020\/07\/dbimportexportoptions-png-1.png\" alt=\"DBImportExportOptions.PNG\" class=\"wp-image-1911\" srcset=\"https:\/\/www.snapsurveys.com\/support-snapxmp\/wp-content\/uploads\/2020\/07\/dbimportexportoptions-png-1.png 319w, https:\/\/www.snapsurveys.com\/support-snapxmp\/wp-content\/uploads\/2020\/07\/dbimportexportoptions-png-1-300x123.png 300w\" sizes=\"(max-width: 319px) 100vw, 319px\" \/><\/figure>\n\n\n\n<ol class=\"wp-block-list\" start=\"6\">\n<li>The next dialog allows you to map the fields in the database to the fields in the questionnaire. Select the Snap field in the right-hand column that the data will be imported into until you have set up the name and address fields. Click <strong>Next&gt;<\/strong>.<\/li>\n<\/ol>\n\n\n\n<figure class=\"wp-block-image\"><img loading=\"lazy\" decoding=\"async\" width=\"553\" height=\"117\" src=\"https:\/\/www.snapsurveys.com\/support-snapxmp\/wp-content\/uploads\/2020\/07\/addrespname6-png.png\" alt=\"AddRespName6.PNG\" class=\"wp-image-1912\" srcset=\"https:\/\/www.snapsurveys.com\/support-snapxmp\/wp-content\/uploads\/2020\/07\/addrespname6-png.png 553w, https:\/\/www.snapsurveys.com\/support-snapxmp\/wp-content\/uploads\/2020\/07\/addrespname6-png-300x63.png 300w\" sizes=\"(max-width: 553px) 100vw, 553px\" \/><\/figure>\n\n\n\n<ol class=\"wp-block-list\" start=\"7\">\n<li>A summary of your database link will be displayed. Change the name of the link to M<strong>ail merge addresses<\/strong> and click <strong>Finish.<\/strong><\/li>\n\n\n\n<li>Click <strong>Close<\/strong> to close the <strong>Database linkage<\/strong> window.<\/li>\n<\/ol>\n\n\n\n<h2 class=\"wp-block-heading\"><strong>Printing the questionnaires with the name and address information<\/strong><\/h2>\n\n\n\n<ol class=\"wp-block-list\">\n<li>Change to <strong>Data View <\/strong>mode by clicking <img loading=\"lazy\" decoding=\"async\" width=\"27\" height=\"26\" class=\"wp-image-1913\" alt=\"DataModeIcon.png\" src=\"https:\/\/www.snapsurveys.com\/support-snapxmp\/wp-content\/uploads\/2020\/07\/datamodeicon-png-8.png\"> on the questionnaire window toolbar, or pressing <strong>Ctrl <\/strong>+ <strong>Shift <\/strong>+ <strong>D<\/strong>.<\/li>\n\n\n\n<li>Select<strong> Panel Data<\/strong> (to show the people you have just added from the database) from the dropdown list. Select the <strong>Mail merge addresses<\/strong> database link.<\/li>\n<\/ol>\n\n\n\n<figure class=\"wp-block-image\"><img loading=\"lazy\" decoding=\"async\" width=\"396\" height=\"181\" src=\"https:\/\/www.snapsurveys.com\/support-snapxmp\/wp-content\/uploads\/2020\/07\/addrespname7-png.png\" alt=\"AddRespName7.PNG\" class=\"wp-image-1914\" srcset=\"https:\/\/www.snapsurveys.com\/support-snapxmp\/wp-content\/uploads\/2020\/07\/addrespname7-png.png 396w, https:\/\/www.snapsurveys.com\/support-snapxmp\/wp-content\/uploads\/2020\/07\/addrespname7-png-300x137.png 300w\" sizes=\"(max-width: 396px) 100vw, 396px\" \/><\/figure>\n\n\n\n<ol class=\"wp-block-list\" start=\"3\">\n<li>Click<strong> OK<\/strong> to display the questionnaire with the panel data included.<\/li>\n\n\n\n<li>Click the Print preview button <img loading=\"lazy\" decoding=\"async\" width=\"26\" height=\"26\" class=\"wp-image-1915\" alt=\"PrintPreviewIcon.png\" src=\"https:\/\/www.snapsurveys.com\/support-snapxmp\/wp-content\/uploads\/2020\/07\/printpreviewicon-png-10.png\"> .\n<ul class=\"wp-block-list\">\n<li>If you are happy with your questionnaire, select the <strong>All Filtered Cases<\/strong> radio button and click<strong> Print<\/strong>.<\/li>\n\n\n\n<li>If you need to make any changes select <strong>Cancel<\/strong> from the <strong>Print <\/strong>dialog. Change to <strong>Style <\/strong>mode and make any adjustments needed to the <strong>Address line<\/strong> style. (Changes you make to the style in Style mode will apply to all uses of that style) Then return to <strong>Data view<\/strong> mode to print.<\/li>\n<\/ul>\n<\/li>\n<\/ol>\n\n\n\n<p>You must print from <strong>Data View <\/strong>mode to include the imported panel data. If you print or publish from anywhere else, you will simply print out the empty questionnaire.<\/p>\n\n\n\n<p>If you are printing a questionnaire for scanning, you must print the code boxes. Select <strong>Tailor| Questionnaire Design<\/strong> to open the <strong>Questionnaire Design Tailoring<\/strong> dialog. Clear the <strong>Hide boxes with data<\/strong> option. The box outlines will then be shown on the printed sheet.<\/p>\n","protected":false},"excerpt":{"rendered":"<p>If you are producing a printed questionnaire for known respondents, you can insert the respondents&#8217; names and addresses on the front page of the questionnaire, and then mail them directly. You need to have a database set up with the names and addresses of respondents beforehand. Each address line must be in a different field. [&hellip;]<\/p>\n","protected":false},"author":7,"featured_media":0,"comment_status":"open","ping_status":"closed","template":"","meta":{"_acf_changed":false,"inline_featured_image":false,"footnotes":""},"epkb_post_type_1_category":[40],"epkb_post_type_1_tag":[],"class_list":["post-1896","epkb_post_type_1","type-epkb_post_type_1","status-publish","hentry","epkb_post_type_1_category-publish-distribute"],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v25.8 - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>Setting up mail merge | SnapSurveys<\/title>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/www.snapsurveys.com\/support-snapxmp\/snapxmp\/setting-up-mail-merge\/\" \/>\n<meta property=\"og:locale\" content=\"en_GB\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"Setting up mail merge | SnapSurveys\" \/>\n<meta property=\"og:description\" content=\"If you are producing a printed questionnaire for known respondents, you can insert the respondents&#8217; names and addresses on the front page of the questionnaire, and then mail them directly. 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