In this article:
- Add a new mailing
- Build your mailing list
- Define your letter content, labels, and envelopes
- A note about Exclusions
- Download and print mail-merged files
- Draft versus sent mailings
In LGL, it is possible to generate mail-merged letters, labels, and envelopes to send by mail to your constituents.
All mailings created in LGL can be accessed and managed from the Mailings tab, on the Mailings page.
Add a new mailing
To add a new mailing, click the Add Mailing button from the Mailings tab.
You can also click the Send mail button on the Constituents tab to add a mailing from any constituent search, which allows you to create a mailing to those constituents.
Either of these actions will bring you into the mailing builder, a 4-step process that, when completed, yields a mailing that is ready to print and send.
Build your mailing list
If you begin your mailing from within the Mailings tab, your first step will be to search for the constituents in your database who will be the mailing's recipients. You can search for these constituents using the advanced search functionality available, as shown below:
You can also add or remove individual constituents from the mailing:
Once you have searched for constituents to add to your mailing, you also have the option to search for individual constituents, in case there is someone specific you want to exclude. To do this, type the constituent name into the Search field, and if they were included in the mailing as a result of your search you would have the option to remove them:
Define your letter content, labels, and envelopes
Click the blue Next button to move to the next step, or click 2: Letter, labels & envelopes, to proceed to the next step of the mailing builder. Note that once you proceed to this step, you will be able to jump to any other step of the mailing builder, either ahead or backward, without losing your changes.
Now you can define the letter content, labels, and envelopes for your mailing. This includes:
- Composing your letter (if applicable)
- Selecting your label and envelope preferences (if desired)
For more information on the details involved with these 4 steps, read Create a Mailing.
A note about exclusions
By default, mailings will exclude deceased constituents, constituents who are tagged "Do not mail", and any constituent without a valid address in LGL. These counts are not necessarily mutually exclusive, so the total number of exclusions is often lower than the sum of the individual exclusions.
Because you can jump around to any step in the mailing builder, you can change the exclusion preferences at any time by clicking Step 1: Build mailing list, and selecting or de-selecting the relevant checkboxes. However, we don't recommend sending your mailing to those who are deceased, are marked as "Do not mail", or have an invalid mailing address:
Download and print mail-merged files
Once you are happy with the setup of your mailing, you can download and print the letters, labels, and/or envelopes by clicking the Download all button for the letters, in addition to the envelopes and/or labels, depending on whether you are using them:
If your mailing is larger, you may initially see a Generate all button instead of a Download all button.
Clicking Generate all starts the file generation process. The page will then update automatically and display the Download all button when the file is ready to download.
You also have the option to mark the mailing sent at this point, which is generally a good idea if you are planning to print/mail the letters/labels/envelopes.
Draft versus sent mailings
When you create a new mailing, it will automatically be in a Draft state and will be listed in the Draft Mailings tab.
You can mark a mailing as sent and move it into your "Sent" mailings by changing the status via the dropdown menu in the Status column. Your mailing will now be viewable in the Sent mailings tab as part of your mailings history.
Your mailings history, or your Sent mailings, is a complete history of all your mailings, available from the Sent Mailings page. These mailings are locked, in the sense that the recipient list can never change (unless you alter the status).
You can also send mailings by email in LGL. For information on how to enable and use this feature in your account, please read Setting up your LGL account to send email.