Addo Merge is a built-in mail merge feature that makes it simple, easy and fast to send documents to many different recipients. 

With Addo Merge, you can send a mass mailing with just a few clicks and send the same documents to several different recipients. In this article, we'll go over what mail merge is, how it works in practice and how you can do a mass mailing with Addo Merge. 

Mail merge
What is mail merge?
How does mail merge work in practice?
Advantages of mail merge
How to use mail merge in Visma Addo
Bulk sending as secure file transfer
Bulk sending of documents to e-Boks

What is mail merge?

Mail merge allows you to link, for example, a letter to a data source containing information about the recipient's name, address and other predefined and supported data. An example could be a personal letter with salary adjustments or a message to all company employees. 

Addo Merge  allows you to send one or more documents to many recipients and edit the wording of the document. This means that you will be able to save oceans of time that would otherwise be spent editing word documents, converting to PDF files or sending out in the traditional way. If you're writing to Per, Pia and Pernille, simply rename each row according to their name and the message you want them to receive. It's efficient and simple once you get started.

An example of mail merge  be seen below. Two documents are needed to create the mail merge: a Word document with merge fields and a file with the data to merge into the Word file. This will be explained in the following section. 

How does mail merge work in practice?

Mail merge is a way to take information from a CSV file and paste it into a word document to create multiple documents at once. To merge the documents, two files are needed. The CSV file contains information such as name, address, postcode and email, whereas the word file inserts the necessary information (name, postcode etc.) that matches the information in the CSV file to tailor the document to each recipient. 

Advantages of mail merge

• Create a single letter or message and send it to multiple recipients
• Save time by using one document for multiple mail merges.
• Make corrections to just one letter.
• Perform other work at the same time, as the mail merge allows you to select the recipients of the message, while generating personalised messages for each recipient.

How to use the mail merge in Visma Addo?

Addo Merge is a function built into Addo to perform bulk sending. All it requires is a merge file and an associated Word document with merge fields. If you want to learn more about how the mail merge setup works in Microsoft Word, we recommend reading this article.

As soon as both the merge document and merge file are linked, the files need to be validated in Addo to see if the fields are correctly linked. Then the merge document is ready to be sent to the recipients. 

The template type can either be a "Signing template", which requires the recipients to sign, or it is possible to do a bulk sending with a "Secure file transfer", which allows the recipients to receive the documents via. an encrypted TLS connection.

Note that it is also possible to use a Word document without merge fields if it is a standard document that does not need to be personalised. This can be useful if there are many signatories.

Bulk sending as secure file transfer

You can use mail merge to bulk send secure file transfers. It works in the same way as sending single documents via secure file transfer, but by using the mail merge, you can send to many people at the same time. 

Bulk sending of documents to e-Boks

With Visma Addo it is also possible to send documents directly to people's e-Boxes, using a word document and a merge file. In this way, you will therefore be able to alert changes in your organisation that may affect many employees or if there are other tasks that require several people to receive an important message within the same period of time. If you need to bulk send documents to e-Boks, you will need to set up an integration to e-Boks and contact our support.

To see and read how to use the mail merge in Visma Addo, please press here.