Client List with merge

Updated Feb 25th, 2021

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This report lists all of your clients names and addresses according to the filter options that you choose. This list can then be used for purposes outside of Osprey TM by exporting to Excel.

Filter Options

Fee Earner – Tick this box to select only certain fee earners, or leave unticked for all fee earners.

Work Type – Tick this box to select only certain work types, or leave unticked for all work types

Private or LA – Leave on All for all clients or select Private or Legal Aid.

Type – Choose from All Matters, Live Matters or Archived Matters.

Date Filters – Enter the date range for the matters you wish to see

Summary – if ticked doesn’t include the fee earner or work type.

List of columns produced

Summary Version	Normal Version
Client number	Client number
Client Address House	Matter number
Client Address Area	Fee Earner Code
Client Address Town	Work Type Code
Client Address County	Client Address House
Client Address Postcode	Client Address Area
Client Billing Address House	Client Address Town
Client Billing Address Area	Client Address County
Client Billing Address Town	Client Address Postcode
Client Billing Address County	Client Billing Address House
Client Billing Address Postcode	Client Billing Address Area
Client Name 1	Client Billing Address Town
Client Name 2	Client Billing Address County
Client Name 3	Client Billing Address Postcode
Client Name 4	Client Name 1
Client Name 5	Client Name 2
	Client Name 3
	Client Name 4
	Client Name 5
	Fee Earner Description
	Work Type Description

When the report has been generated to screen, select the export to excel rather than excel/csv option at the top right of the report. And then press Export.  The File Download box is then shown.   Select ‘SAVE’.  At the top of the screen is a selection of save as – note this address or change it to a more familiar location i.e. c:\temp.   Toward the bottom of the save dialogue box, give the file a name.  The save as type should say Microsoft Excel worksheet.

Producing a Word Merge Document from a saved client list report.xls

(these instructions have been prepared using Microsoft Office 2003)

Open a blank word document.

From the top toolbar select  Tools Then Letters and Mailings  Then Mail merge.

The right hand side of the screen shows the mail merge wizard, as shown above, and will assist you through the process.

Select document type as Letters, and then click next:starting document from the bottom right.

How do you want to set up your letters?    Select – Use the current document

Next: Select recipients

Select recipients:   Select  – Use an existing list

Use an existing list :  Select Browse

A box is displayed  – Select data source.  Enter the location and name of the file saved in the instructions above.

If this is the first time of using this spreadsheet you will get the following screen.  If the Data Link Properties does not appear you should continue further down the instructions

Select Cancel

Select Cancel

The database will now be loaded and its progress can be seen in the bottom left of the screen.

The ranges for merge can now be selected.

Select Entire Spreadsheet and then OK

The Client list is then displayed with all items ticked.  It is now possible to remove the ticks from any that need to be excluded from the mail merge. It is possible to scroll the list across to the right to see more columns.

Select the OK button to proceed.

All the merge fields available for your letter are now available from the more items box on the right.

Start writing the letter to be merged inserting the merge fields in the appropriate places.

Once the letter is completed select  – preview letter – , amend as necessary and then – complete the letters – and print.