Revised 08/21/2026

• Create a Mailing List
• Add Mailing List Members
• Update Addresses
• Remove Duplicates
  • Remove Duplicates Flow Chart
• Generate Letters
• Send Email

  Create a Mailing List

1. Find the Mailing Lists table in the Grants Management, the Donor Management, or the Fund Management area under Mailings. To create a new Mailing List, click +New in the command bar.

2. Fill in the form and click Save to create the record.

• Name: Name this mailing list. This is a required field.
• Purpose: An optional field where you can describe the purpose of this mailing list.
• Description: An optional field where you can further describe this mailing list.
• Remove Duplicates: choose the method by which this list should be deduplicated.
  • Email address = duplicates will be determined based on the email address.
  • Physical address = duplicates will be determined based on physical (mailing) address.

Typically, Remove Duplicates by email address would be used for a list meant for a mass email, and Remove Duplicates by physical address would be used for a list in which the intent is to send letters. Please note at this time, you cannot distribute an email directly from a Mailing List.

  Add Mailing List Members

There are several paths by which mailing list members can be added.

• In bulk from a view: From a view of Contacts, Constituents, or Donors, select records and click +Add to Mailing List from the command bar, choose the mailing list, and submit. Records must be selected before the button appears.

Depending on how many records you have selected, this process may take a few moments to complete. A progress bar will appear at the top of the page where you can track the progress. When the process is complete, you will see a message confirming members were added.

 

 

• From an individual record: From a Contact, Constituent, or Donor record, choose +Add to Mailing List from the command bar and choose the Mailing List.

 

Users will be prevented from adding inactive records to a mailing list. When the Add to Mailing List function is run, it will validate that all selected records are active and display a message to the user if it finds inactive records.

If a selected record already exists in the Mailing List, you will receive a pop-up to prevent lduplicates. Please be aware that if the process encounters this while adding multiple records from a view, you must dismiss the message for the process to complete.

Mailing List Members

All fields on the Mailing List Member record are locked except for Salutation. You may update the Salutation for this Mailing List at any time. Please note this does not update the related Contact/Donor/Constituent record. 

All other fields on the Mailing List Member record are set based on its related Contact, Constituent, or Donor record. If address or email address needs to be updated, do so on the related record. Then make sure to use the Update Addresses function explained in the following section. 

The member type will be either Contact, Constituent, or Donor, depending on the related record.

  Update Addresses

If a Contact, Constituent, or Donor’s address was updated after they were added to the mailing list, click Update Addresses to populate the most recent data on the Mailing List Member. It is best practice to Update Addresses before using the Mailing List to ensure all addresses are up to date.

This process will look at the connected Contact, Constituent, or Donor record for each mailing list member and ensure that the address listed in those records matches the address in the mailing list member record. If the address does not match, this function will update it.

1. On the mailing list record, click Update Addresses. Choose Start to start the process.

Depending on the number of Mailing List Members, this process may take a few moments to complete. A progress bar will appear at the top of the screen to track the progress. When it is finished, you will see confirmation of success.

  Remove Duplicates

On Mailing List records, there is a button to Remove Duplicates. This button will remove duplicates based on the selection in the Remove Duplicates field, by email address, or by physical address.

• Remove Duplicates by email address: This process will look at the email addresses and remove duplicates. This process will deactivate mailing list member records that are considered duplicates. For Donors, the record with the highest Total Commitment will be kept, and for Contacts and Constituents, the oldest record will be kept.
• Remove Duplicates by physical address: This process will look at the physical address fields and remove duplicates. This process will deactivate mailing list member records that are considered duplicates. For Donors, the record with the highest Total Commitment will be kept, and for Contacts and Constituents, the oldest record will be kept.

If your mailing list is set to remove duplicates by physical address and includes Donor records, the process will also take Primary Contact and Donor Constituent into consideration. For example, two Donors with the same address but different primary contacts will not be considered duplicates.

Note: This process deactivates the mailing list member record ONLY. The related Contact, Constituent, or Donor records will NOT be deactivated.

Remove Duplicates Flow Chart

The Remove Duplicates functionality is also outlined in the chart below.

  Generate Letters

Letters can be generated from a Mailing List using the Generate Letters button. This will utilize a Letter Template with a view related to Mailing List Members.

For more information generating letters or setting up Letter Templates, please refer to the Generating Letters in CRM Knowledge Article.

 

Clicking the "Generate Letters" button from a Mailing List will create individual Word document letters, which are saved to the Documents section of each Mailing List Member’s record. In addition, a merged PDF containing all letters for bulk printing will be generated. This PDF is typically found in the Letter Template Session, but for Mailing Lists, it is also saved to the Documents section of the Mailing List itself.

  Send Email

From a Mailing List, you can also send a bulk email to all Mailing List Members using an Email Template.

Select all Mailing List Members who should receive the email from the subgrid on the Mailing List and click Send Email:

 

This will open the Bulk Email dialog. For detailed instructions on using this feature, please see Bulk Email Feature (Send Email Button)