> ## Documentation Index
> Fetch the complete documentation index at: https://docs.superoffice.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Tutorial - document mailing

> In this tutorial, you will learn to create a document mailing.

<Tip>
  Click the **Save + close** button to save the mailing and close it. You can continue working on the mailing later.
</Tip>

## Step 1: Setup

<Tip>
  To view and print an existing document mailing, close the **Setup** step (click **Cancel** or **Save + Close**). Select the **Mailings** tab, locate the document, click <i class="ph ph-dots-three-circle-vertical" aria-label="Task menu" /> and select **View**. Click the button under **Download generated document**. The document is downloaded to your browser. Open and print the document.
</Tip>

Using the document mailing workflow you can generate a PDF document to print and send to your customers. The first step in creating a document mailing, is called **Setup**. Here you can set the name of the mailing, the heading and attention text in the document, and set archive options for the mailing.

You can connect the document mailing to a specific project. This can be relevant if you are creating mailings where the recipients are project members from a SuperOffice CRM project. By using template variables in the template, you can add project data to your mailing.

You can connect the document mailing to a specific sale. This can be relevant if you are creating mailings where the recipients are sale stakeholders from a SuperOffice CRM sale. By using template variables in the template, you can add sales data to your mailing.

**Steps:**

1. Enter a name in the **Name of mailing** field.

2. In the **Heading** field, enter the document title.

3. In the **Attention** field, you must select to whom the mailing should be directed. Select one of the following options:

   * **If none defined**: Select this option to use the recipients' names by default, or, if no recipient name is found, use the recipient you enter in the text field. If you are creating a mailing directed at IT professionals in a company, you can enter "IT department" or similar.

   * **Use always**: Select this option to override the recipients' names and only use the recipient you enter in the text field.

4. In the **Our ref** field, enter the name that should appear as our reference in the document. You can use SuperOffice CRM [template variables][1] in this field.

   <Note>
     For variables such as sale ID or project ID to work, you must link the document mailing to a sale or project.
   </Note>

5. Select a folder to place the mailing in from the **Folder** list.

   [How do I create a mailing folder?][3]

6. In the **Selection** and **Project** fields, you can associate the mailing with a selection and/or a project. Start typing to search.

7. Click **Next** to go to the next step.

## Step 2: Template

In the second step, **Template**, you must decide what your mailing should look like. You do this by selecting an existing template, a previous mailing, or a template from the online library.

A good [message template][1] not only supports your message, but also looks good on any device. If you want to ensure consistency in email design across the whole company, using a template is your best bet. The message template will give you the company's look and feel with correct the fonts, colors, social media platforms, and overall layout of your mailing.

After you have figured out what design you want to use, you can choose the template to base your new mailing on with a few clicks.

![Choose your corporate template from one of the many templates available in our online library before adding your content -screenshot][img2]

<Tip>
  Save time by utilizing a free template from the **Online Template Library** in SuperOffice Marketing. This library offers a broad range of professionally designed message templates, all available for use at no cost.
</Tip>

1. Select a template in one of the following ways:
   * Select one of the available tabs (**Online template library**, **Recent templates**, **All templates**, and so on) to view available mailings or templates on which to base your new mailing.
   * Enter a search phrase in **Search templates** and press **ENTER** or click <i class="ph ph-magnifying-glass" aria-label="Search icon" />.

2. In the list below, click a template to select it.

   <Note>
     If you are using a template from the Online template library, click **Use this template** in the template preview window. You are automatically redirected to the **Content** step.
   </Note>

3. Click **Next** to go to the next step.

[1]: ../../../../learn/message-templates

[img2]: /media/loc/en/marketing/work-with-templates.png

## Step 3: Content

In the **Content** step you can edit the appearance and content of the document.

1. Click the **Edit** button.

2. In the dialog, click **Download document**. The file is downloaded to your browser.

3. Open the document for editing. In most browsers you can click the downloaded file to open it in the default application.

4. Edit the contents of the document.

5. Save the document.

6. (if relevant) In SuperOffice Marketing, click **Edit** to reopen the dialog.

7. Click **Select file**, select the saved document, and click **Upload selected file**. The preview on the right is updated with the contents of the uploaded file.

8. Click **Next** to go to the next step.

### Use template variables

You can use SuperOffice CRM [template variables][1] in your document to insert customer-specific information. This will give the message a more personal touch.

## Step 4: Recipients

When creating a mailing, you must select the recipients of the mailing. You can add recipients from multiple sources. In addition, you can set various mailing options here and also preview the mailing.

Your target list is the group of people you believe will respond best to your message. If you tailor your marketing message specifically to that group, you get a better chance of success and avoid wasting time and effort on people who are not interested.

You can use selections, projects or add single contacts in SuperOffice CRM.

Due to the GDPR legislation, only the contacts that have expressed consent to be legally saved in SuperOffice CRM database and receive information can be added as recipients.

![You can add your recipients from either selection, project, a single contact or an external list that you need to import -screenshot][img3]

### Add recipients from selections and projects

You can add recipients from selections (from both SuperOffice CRM and SuperOffice Service) and projects (from SuperOffice CRM).

1. Under **Add recipients**, click **Selection** or **Project**.

2. Click in the field below and start typing the name of the selection or project you want to add. As you type, a dynamic list displays the matches.

3. Click a selection or a project in the list.

4. Click **+**. The selection or project is added to the **Recipient sources** list, and the **Recipients** list is updated.

5. Repeat steps 1-4 to add more selections or projects.

<Note>
  If you selected a selection under **Archive mailing** in **Setup** (step 1), this selection is listed under **Recipient sources**. You can delete this selection if necessary.
</Note>

### Add contacts from SuperOffice

You can add individual contacts from SuperOffice.

1. Under **Add recipients**, click **Contact**.

2. Click in the field below and start typing the name of the contact you want to add, in the field below. You can also enter a company name to display all contacts for a company.

3. Select the contact you want from the list that appears.

4. Click **+**. The contact is added to the **Recipient sources** list, and the **Recipients** list is updated.

5. Repeat steps 2-5 to add more contacts. Additional contacts will be added to the same row in the **Recipient sources** list, and the number of contacts will display in the **Name** column.

### Import a list of recipients (contacts) from an external file

You can add recipients to a mailing by importing them from an external comma-separated file (for example a .txt file created in Notepad or a .csv file created in Excel).

When you import a list of names and email addresses, SuperOffice Marketing will try to locate the imported recipients in the SuperOffice database. If matches are found, the recipients' companies are listed in the **Company** column in the **Recipients** list. Any names or email addresses that are **not** found in SuperOffice, are filtered out and not included in the mailing. This is due to GDPR regulations.

#### Steps

1. Click **Select file**.

2. Locate the relevant file (.txt, .csv or similar text format).

3. Click **+**. The list is added to the **Recipient sources** list, and the **Recipients** list is updated.

4. Repeat steps 2-4 to add more recipients. Additional recipients will be added to the same row in the **Recipient sources** list. The total number of recipients will display in the **Name** column.

<Note>
  Import is not available for document mailings.
</Note>

#### Import file format

* Each recipient must be on its own line (row).

* Each recipient (row) consist of the full name and email address.

  Example: "John Smith, [john@company.com](mailto:john@company.com)"

  You can also specify just the email address. The name will then not be available as a template variable.

If you only have the mobile phone number and want to send an SMS, you can enter the following: " , , 99887766".

### Recipient options

Under **Options** in the lower part of the **Recipients** screen, you can select options for the mailing based on its type.

**Availability per mailing type:**

| Option                             | Document | Email | SMS |
| ---------------------------------- | :------: | :---: | :-: |
| Override consent and subscription  |     x    |   x   |  x  |
| Only one message per email address |          |   x   |  x  |
| Update recipient list when sending |          |   x   |  x  |
| Include companies                  |     x    |   x   |     |
| Prefer company                     |     x    |   x   |     |

* **Override consent and subscription**: Select this option to also send the mailing to contacts who have not given their consent to receiving e-marketing or are not subscribing to this mailing type. These contacts are listed with the status **No consent** in the **Recipients** list.

* **Only one message per email address**: Select this option to remove duplicate email addresses in the recipient list (indicated by **Duplicate** in the **Status** column). This will update the **Recipients** list.

* **Update recipient list when sending**: Select this option to automatically update the recipients list before sending the mailing. See **Update recipients list** below.

* **Include companies**: Select this option to include companies as recipients.

  <Note>
    If a company has no email address, the mailing will instead be sent to all related contacts in the recipient list.
  </Note>

* **Prefer company**: Select this option to send the mailing only to the companies in the recipient list (and not the related contacts). Each company will only receive one mailing. Contacts that do not belong to a company, will still receive the mailing.

  <Note>
    The **Prefer company** option is only available if you selected **Include companies** above.
  </Note>

### Preview the mailing

After adding recipients to the **Recipients** list, you can preview the mailing as it will look for one of the recipients. Preview is not available for document and SMS mailings.

<Note>
  The mailing will **not** be sent to the recipient when previewing.
</Note>

1. Click a recipient in the **Recipients** list.

2. Click the **Preview** button. The **Preview** window displays the mailing as it will look for the selected recipient. Any template variables (for example, name and company) are replaced by actual contact data.

3. Click links to check that they work, but remember to reset them if they are tracked.

4. Click X to close the **Preview** window.

### Review and update the Recipients list

When you add selections, projects, contacts and import lists, the **Recipients** list is automatically updated. If you selected **Update recipient list when sending**, the projects and selections are checked before sending the mailing, if contacts were added, removed or edited.

In addition, you can click the **Update list** button below the **Recipients** list to update the list manually. Some of the contacts on the list might have changed their consent after you added them.

<Note>
  The list displays only the first 50 recipients. Click **Load all** at the bottom of the list to display all recipients.
</Note>

Click **Next** to go to Step 5: Confirm. You can still revisit the **Recipients** step to edit the recipients list.

[img3]: /media/loc/en/marketing/add-target-list.png

## Step 5: Confirm

<Note>
  Document mailings are not actually sent when you click **Send now**. A PDF document is generated, containing all the pages to all the persons/companies you selected as recipients in the mailing. You can [open and print](#pdf) the PDF from the **View mailing** screen.
</Note>

In the final step, **Confirm**, you can view a summary of the mailing and verify that these are correct. Any error messages displayed in this screen must be solved before the mailing can be sent.

<Note>
  The send options are disabled if there are incomplete steps or missing information in your mailing. These are indicated in red.
</Note>

### Send the mailing now

Click **Send now** to generate a PDF document. A PDF document is generated. The workflow closes and you are returned to the **Mailings** tab.

Click the mailing in the list to [view sending status and statistics][2].

<h3 id="pdf">
  Open and print the document
</h3>

1. Select the **Mailings** tab.
2. Locate the document, click <i class="ph ph-list" aria-label="Task menu" /> and select **View**.
3. Click the button under **Download generated document**. The document is downloaded to your browser.
4. Open and print the document.

[2]: ../view-statistics

[1]: ../../../editor/learn/index#variables

[3]: ../../../learn/create-folder


## Related topics

- [Tutorial - email mailing](/en/marketing/mailing/learn/create/tutorial-email-mailing.md)
- [Tutorial - SMS mailing](/en/marketing/mailing/learn/create/tutorial-sms-mailing.md)
- [Tutorial - form response mailing](/en/marketing/mailing/learn/create/tutorial-form-mailing.md)
- [Create document mailing to project members](/en/project/learn/project-members/create-mailing.md)
- [Tutorial - simple Google Analytics email tracking](/en/marketing/tracked-links/learn/ga-tutorial.md)
- [Project guide tutorial](/en/project/learn/tutorial.md)