Choose the Right List Type
Constituent List: Best for mailings using personal or work addresses.
Activity List: Useful for event badges where attendees are identified via an activity on their timeline.
Most Donorfy lists include contact details, so you’re not limited to just Constituent Lists.
Creating Your List
The steps below show how to create a simple dataset for a mail merge (for example, in Microsoft Word).
Create the List
Click Lists in the main navigation.
Click Add at the top of the screen.
Select the list type (e.g. Constituent List).
Give the list a clear name (e.g. Event Badges – Spring Conference).
Add Filters
Add filters to define who should be included, for example:
Archived= No.
Channel Permissions= OK to Mail.
Purposes= appropriate purpose(s) selected.
Location= in a specific county, region, or country.
Tags= has / does not have specific tag(s).
Click Save & Update Preview to check the results and refine as needed.
Choose the Fields (Columns)
Click the Field chooser.
Select the fields you want to appear on your labels or badges, for example:
Personal Salutation.
Personal Label Name.
Personal Address Line 1–4.
Personal Postcode.
Country (important for overseas mailings).
Any additional fields (e.g. work address details).
Click Save & Update Preview again to confirm the data looks correct.
Downloading Your Data
Click the Download (cloud) icon at the top of the list.
You’ll be asked whether you want to:
Add an Activity to constituent timelines (optional)
If adding an Activity:
Toggle to Yes
Complete the Activity details (e.g. Spring Newsletter Mailed)
Click Prepare Download.
If the list is large, it may take a little time to generate:
You can wait and monitor the status at the top of the screen, or
Retrieve it later from Data Management, Downloads.
Creating Labels or Badges
The downloaded file will be a CSV, formatted according to:
Constituent communication preferences
The contact details selected in the list
Use this file as the data source for your mail merge or label printing.
Microsoft has a support document detailing how to complete your mail merge: Mail Merge - Microsoft Support