How to Create a Letter Mailing

Letter Mailings in Eleo export out to Microsoft Word.

To create a Letter Mailing, follow these steps:

1. First, review our guide on How to Create a Letter Template, as you’ll need an existing template in your account to proceed through the Mailings Module. This template contains the letter’s content, which will be exported to Microsoft Word.

2. Click on the Mailings tab in the left-hand side navigation bar in your Eleo database.

3. When creating a mailing, choose the type of mailing you will be working on. This should match the type of template you have created (For example, if you have made a General Mailing/Appeal Letter Template, select General Mailing/Appeal).

4. Under Template Type, select Letter: Letters (DOCX) and Mailing Labels (XLSX).

5. Next, select the name of your existing template from the dropdown.

6. Now you can name your mailing and apply filters as needed. Anything with a red asterisk (*) is required, while everything else is optional. Please take your time in this section, as this is where you can review your Mailing Info, Mailing Options, and Recipient Filters, which are the same as our Contact List filtering capability.

7. When you are ready, click on 'Continue' to proceed. This will generate your Mailing List.
   1. You can click on the pencil icon to update your Mailing Info (e.g. Mailing Name) if needed.

b. The Mailing Summary gives you an overview of your mailing (Mailing Type, Template Type, number of Recipients/Pieces, Status, Date Sent, Address Options, and Exclusions).

c. Under Recipients/Pieces, you can add or remove contacts using the 'Add Recipient' button or the 'Remove Recipient from List' button under the Remove column. This section can also be exported in Excel, CSV, or PDF format using the 'Export Grid Data' icon next to the Search.

d. The 'Mailing List Report' button allows you to export a report of this mailing.

e. The 'Generate' button gives you three options:

i. Export a Document File (.DOCX), which you can use to export to MS Word to print directly on your letterhead. The file will be in your Downloads folder once it is complete.

ii. Export Formatted Labels (.PDF). Click on the 'Create' button to export this file.

1. Display Name: select from the fields Formal Salutation, Informal Salutation, or Other Name for what shows up on the label.
2. Label Type: select which Avery label format you would like to use (Avery 5160: 1" x 2 5/8", Avery 5161: 1" x 4", Avery 5162: 1 1/3" x 4", Avery 5163/5263: 2" x 4", or Avery 3 1/3" x 4").
3. Print All Caps: toggle on if you would like all letters to display in capitals/caps lock on the export of labels.

iii. Address Labels (.CSV) exports so that you can create labels in Microsoft Excel.

8. After you've physically mailed this hard-copy mailing, click 'Mark Mailing as Sent' and then 'OK.' This will update the History tab for all recipients, indicating that they have been sent this mailing.
   1. If you accidentally clicked 'Mark Mailing as Sent,' you can undo it by selecting 'Mark Mailing as Not Sent.' However, if you already sent the mailing outside of Eleo (by mail or email), we recommend keeping it marked as sent to keep your records accurate.