How To Create an Export and Set Up A Mail Merge

1. Choose your desired Export type.

 

We have 5 types of Export files:


Owner Export – This export shows the roll number and owner information for given properties. It is organized by roll number from smallest to largest. If an owner owns property corresponding to multiple roll numbers, their information will show up in each row containing the roll number of a property they own. It does not show information about the properties themselves.


Property Export – This export shows the roll number, provincial linc number, legal land description, parcel area and other information for each given property.


All Owner and Property Export – This export shows the roll number, owner information and property information for given properties. It is organized by roll number from smallest to largest. If an owner owns property corresponding to multiple roll numbers, their information will show up in each row containing the roll number of a property they own. This export also shows the provincial linc number, legal land description, parcel area and other information for each given property.


Owner (Unique) and Property Export - This export shows the owner information, as well as roll number and property information for given properties, however this export groups the owners with identical names and addresses together. If an owner owns property corresponding to multiple roll numbers, the owner information shows up in one row only, with property information for multiple properties separated by a slash.


Munisight PD – this is for importing information into Munisight PD


Use Cases: 

If you would like to send a letter to every single property in a given search area, so that an owner of multiple properties will receive one letter per property, you can use the Export titled “All Owner and Property Info”.

If you would like to send one letter per owner, so that an owner of multiple properties will only receive one letter, you can use the Export titled “Owner (Unique) and Property Info”.

2. Use the Search tools on Webmap

 

Use the Search Tools to find your area of interest. Select your desired search type, then click the checkbox next to Export and choose an export type from the dropdown menu before clicking “Search”. 


We have several types of Searches that will work with Exports.


Parcel Search: Use the Parcel Search to search using the Roll Number or Linc Number of a parcel. Choose the type (Roll or Linc), then input the number in the provided box. Select the Export and Buffer (optional) information you wish to use and then click Search. 


Owner Search: Type the name into the top box and click “GO”. The second box will be populated with a list of owner names. Select the name(s) you wish to search for by clicking once on each name. To select more than one, hold the Control key. The third box will be populated with a list of the properties owned by the specified owner(s). If you want to search for all the listed properties, you can leave it blank. Otherwise, select the property or properties you wish to search for by clicking once on each property. To select more than one, hold the Control key. Select the Export and Buffer (optional) information you wish to use and then click Search. 


Spatial Searches – Select by Circle: Click on the circle icon. Select the Export and Buffer (optional) information you wish to use. Click once on the map to choose the centerpoint of the circle. Move your mouse so the circle grows to the correct size. Click once more on the map to end your circle. Any parcels partially or completely within the circle will be included in the search.


Spatial Searches – Select by Line: Click on the line icon. Select the Export and Buffer (optional) information you wish to use. Click once on the map to choose the beginning of the line. Click once on the map to add segments to your line, or to change direction. Doubleclick to add an endpoint to your line. Any parcels touching the line will be included in the search.


Spatial Searches – Select by Points: Click on the points icon. Select the Export and Buffer (optional) information you wish to use. Click once on the map to choose each point. Doubleclick to add the last point. Any parcels that contain a point will be included in the search.


Spatial Searches – Select by Polygon: Click on the polygon icon. Select the Export and Buffer (optional) information you wish to use. Click once on the map to choose the first corner point of the polygon. Click once to add more corner points. Click the beginning point to close the polygon, or doubleclick to add the last cornerpoint and automatically close the polygon. Any parcels partially or completely within the polygon will be included in the search.


Spatial Searches – Select by Radius: Click on the radius icon. Select your desired radius in meters. Select the Export and Buffer (optional) information you wish to use. Click once on the map to choose the centerpoint of the circle. The circle will be generated automatically based on the desired radius. Any parcels partially or completely within the circle will be included in the search.


Using Search Buffers: Buffers can be used with any of the above search types. When you search for a given property using the Parcel, Owner or Spatial searches, the buffer will then add all properties that fall partially or completely within the specified buffer distance to the search results. This can be used to find adjacent properties or to search within a given distance. 


Use Cases:

For example, if you are trying to find all properties that are directly adjacent to a specific property of known roll number, use the parcel search for that roll number then add a buffer distance of 5m. 

If you would like to find all properties within a subdivision, use the polygon search to draw a shape that captures the entire subdivision. 

3. Download the export file from Webmap

 

Click the icon next to where it says “Download export file”

 

 

Your browser will download the export file as a Comma Separated Value (csv) file into your default Downloads folder. You can open it in Microsoft Excel to view the contents if you want to make sure they are correct.

4. Create your Form Letter in Microsoft Word

 

Open Word and create a document for envelopes, labels, or a letter.

 

5. Set up the Mail Merge settings in Microsoft Word

 

Go to the Mailings tab, and click Select Recipients, and select Use an Existing List.

Browse to your Downloads folder and click on the Export File you just exported from Webmap e.g. ownerandpropertyfull.csv.

Click Match Fields.

Match the following fields:

First Name: owner

Address 1: address1 (do NOT use “address”, that is the property address, address1 is the owner address which is usually different)

Address 2: address2

City: city

State: province

Postal Code: postal_code

Country/Region: country

Review the other fields and update as needed.

Check Remember this matching for this set of data sources on this computer.

 

6. Insert an Address Block 

 

Click the Address Block button to create a pre-generated address block. This will give you several options for how the addresses are displayed. 

Once you have selected your desired options, click Ok. The address block will be added to your letter and will look like this: «AddressBlock»

 

7. Insert a Greeting Line

 

Click the Greeting Line button to create a pre-generated greeting line. This will give you several options for how the names are displayed. Please select the option for full owner name, with no abbreviations or honorifics. It also offers a choice of phrases to use if an owner name is not available, such as “Dear Sir or Madam”, or “To Whom It May Concern”. 

8. Using the Insert Merge Field feature

 

You can use “Insert Merge Field” to insert individual fields to create a custom address block or greeting line. You can also use Insert Merge Field to insert other information into your letter, for example if you wish to reference the rurallegal of the property, you can insert that as a merge field as well. If you have used PD, this functions the same way as “Insert Token”.

Example:

«owner»

«address1» «address2» «address3»

«city» «province»

«postal_code»

“Dear «owner»,

Please be advised that you are receiving this letter because of your property located at:

«rurallegal» which is near a current project area.” 

9. Preview Results

 

Click Preview Results to toggle the Mail Merge Fields on and off and make any changes. In the Preview Results view, you can see how your letter will display once it is generated. Click the arrow buttons to view different letter recipients. 

 

10. Save Your Letter Template

 

Save your Letter Template so that you can use it for creating future mail merge documents.

11. Envelopes

 

Before creating an Envelope Template, save your current Letter template. 

To create an Envelope template, click on the Start Mail Merge button and select Envelope. This will create a new layout for the Envelope. 

Create your envelope template by adding an Address Block and/or Inserting Merge Fields as desired. When you are finished, click File> Save As and save the envelope template with a different name than your letter template. 

 

12. Labels

 

Before creating a Label Template, save your current Letter or Envelope template. 

To create a Label template, click on the Start Mail Merge button and select Label and your printing type. This will create a new layout for the Label. 

Create your label template by adding an Address Block and/or Inserting Merge Fields as desired. When you are finished, click File> Save As and save the label template with a different name than your other templates.

13. Generating the Final Product

 

Click Finish & Merge and select your output. 

Edit Individual Documents: This generates all the letters as pages in a new document, where you can view and edit them. You can then print them from this new document.

Print Documents: This option sends the letters to be generated automatically and printed by the printer.

Send Email Messages: This option creates emails using the “email” field of the mail merge list. The email subject line is customisable. The email type has Plain Text, Attachment and HTML options.