In the latest upgrades of Handheld Contact a new feature has been included called Mail Merge.  This article will explain how to utilize this feature from the mobile device.  Mail Merge is available for both Classic and API applications.  See the directions below for the needed operating system.

Note: During the Mail Merge process a choice will surfaced asking about selecting which contacts to send to.  One option will be a saved Search.  Searches are a separate feature of Handheld Contact that is similar to an advanced lookup in Act!.  The recommendation would be to have Searches saved and in place before you proceed with Mail Merge.  Click here for details of how Searches work and how to create.

iOS (iPhone & iPad):

1. Open Handheld Contact and the Dashboard view is present.
2. From the lower right corner, tap on the chevron to open the Menu.
3. Select 'Mail Merge' from the list that appears.
4. The merge wizard will appear.
5. Choose the method of how you will send the message.
   1. SMS:
      1. Once SMS is selected there will be a pop up appear.  The message is a notice that each service provider may have different sending message limitations.  For example, you may not be able to send 1,000 SMS messages to users at once.  Press OK to proceed.
      2. Choose the audience is for selecting which contacts will be communicated with.  The options are:
         1. Contact List - Used to 'cherry pick' selected contacts whom will be contacted.  Scroll through the contact list or use the built in Search tool to find the needed contacts.  After selecting the needed contacts, press 'Save' in the top right to proceed.
         2. Saved Searches - A pop up will appear with the previously created/saved Searches.  Select the required Search.  If this view is blank then no Searches are created.  To create a new Search, please see the main Note at the top of this article.
      3. After the audience is selected, the total number of contacts found will be displayed.  Note - The target field for SMS is the 'Mobile Phone' field.  Therefore, if this field is blank on a contact, they will be omitted from Mail Merge.
      4. Message Composition is next.  Press 'Go' to proceed.
      5. If you want to log the SMS as History into Act! for all contacts a pop up may appear.  Choose 'OK' on the message.  If the pop up does not appear, this setting has already been applied.  To change the SMS settings, open the Handheld Contact Settings, choose History and toggle the 'Save Text Messages in Act!' to ON.
      6. A pop up message will appear for entering the SMS message.  Enter the text into the field provided and press 'Next' when finished.
      7. Apple will compile all contacts with a valid Mobile Phone field as well as the entered message into the required operating system screen needed.  Press Send and complete the Mail Merge process.
   2. E-Mail:
      1. Once E-Mail is selected there will be a pop up appear.  The message is a notice that each service provider may have different sending message limitations.  For example, you may not be able to send 1,000 E-Mail messages to users at once.  Press OK to proceed.
      2. Choose the audience is for selecting which contacts will be communicated with.  The options are:
         1. Contact List - Used to 'cherry pick' selected contacts whom will be contacted.  Scroll through the contact list or use the built in Search tool to find the needed contacts.  After selecting the needed contacts, press 'Save' in the top right to proceed.
         2. Saved Searches - A pop up will appear with the previously created/saved Searches.  Select the required Search.  If this view is blank then no Searches are created.  To create a new Search, please see the main Note at the top of this article.
      3. After the audience is selected, the total number of contacts found will be displayed.  Note - The main target field for E-Mail is the 'E-Mail' field.  If this field is blank HHC will look to the 'Personal Email' field.  If a contact has both email fields blank, they will be omitted from Mail Merge.
      4. Add CC or BCC:
         1. Skip - Apply all contacts found to the 'To' field in an email.
         2. CC - Apply all contacts found to the 'CC' field in an email.  'My Record' email address will be entered into 'To' field.
         3. BCC - Apply all contacts found to the 'BCC' field in an email.  'My Record' email address will be entered into 'To' field.
      5. Message Composition is next.  Press 'Go' to proceed.
      6. A Prepare Email screen will appear.  Enter the Subject of the email as well as the body into the fields provided.  All data entered into this view is what will be saved to the contact as a new history record.
      7. When completed with email, press the iOS 'Share' found in the top right corner.
      8. The email with all contacts attached will be sent to the default email client of the device.  This is where 'Send' can be pressed to complete the Mail Merge process.

Android:

1. Open Handheld Contact and the Dashboard view is present.
2. Tap on the top left corner Menu, tap on 'Mail merge'.
3. The Mail Merge wizard will appear.
4. Choose the method of how you will send the message.
   1. Email:
      1. Choose the audience is for selecting which contacts will be communicated with.  The options are:
         1. Search and tag - Used to 'cherry pick' selected contacts whom will be contacted.  Scroll through the contact list or use the built in Search tool to find the needed contacts.  After selecting the needed contacts, press 'OK' in the bottom left to proceed.
         2. Saved Searches - If no Searches are previously saved, this setting will be greyed out.  If you need to create a new a Search, please see the main Note at the top of this article.  Select the required Search and press OK in the bottom right to proceed.
      2. After the audience is selected, the total number of contacts found will be displayed.  Note - The main target field for E-Mail is the 'E-Mail' field.  If this field is blank they will be omitted from Mail Merge.
      3. Add CC or BCC:
         1. Skip - Apply all contacts found to the 'To' field in an email.
         2. CC - Apply all contacts found to the 'CC' field in an email.  'My Record' email address will be entered into 'To' field.
         3. BCC - Apply all contacts found to the 'BCC' field in an email.  'My Record' email address will be entered into the 'To' field.
      4. Message composition is next.  Press 'Go' to proceed.
      5. A Prepare Email screen will appear.  Enter the Subject of the email as well as the body into the fields provided.  All data entered into this view is what will be saved to the contact as a new history record.
      6. When completed with email, press the Android 'Send' button found in the top right corner.
      7. The email with all contacts attached will be sent to the default email client of the device.  This is where the final 'Send' can be pressed to complete the Mail Merge process.
   2. SMS:
      1. Choose the audience is for selecting which contacts will be communicated with.  The options are:
         1. Search and tag - Used to 'cherry pick' selected contacts whom will be contacted.  Scroll through the contact list or use the built in Search tool to find the needed contacts.  After selecting the needed contacts, press 'OK' in the bottom left to proceed.
         2. Saved Searches - If no Searches are previously saved, this setting will be greyed out.  If you need to create a new a Search, please see the main Note at the top of this article.  Select the required Search and press OK in the bottom right to proceed.
      2. After the audience is selected, the total number of contacts found will be displayed.  Note - The target field for SMS is the 'Mobile Phone' field.  Therefore, if this field is blank on a contact, they will be omitted from Mail Merge.
      3. Message Composition is next.  Press 'Go' to proceed.
      4. The 'Prepare text message' screen will appear.  All contacts selected will have their phone number appear on the first line.  The second line is where the SMS message will be entered.
      5. When completed, press the Android 'Send' button found in te top right corner.
      6. The Android operating system will compile the message with all contacts and send it to the native Messages app.  From here press 'Send' button to complete the Mail Merge process.