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Home > Communications > Send Emails > Preview Data in an Email
Preview Data in an Email
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If you are sending a bulk email to many recipients and wish to include merge fields in your email, you can preview the data for those recipients before sending the email. This will ensure that all recipients will have all the included merge fields populated as expected. In the following example, the email contains a TENNAME field (to populate the name of your organization) and a Login Activation URL (aka LAULoginActivationURL), which also depends on a CContactId (which is a unique identifier in your database for a contact record).

 

In the Send Email window, select the "Preview Data" button.

 

 

This will pop up another window stating that the process of sending the email data preview has been initiated, and it may take a few minutes if the list is large.

 

 

You should receive a green "Success!" popup in the upper right corner, and shortly a "Save As" window should open on your computer (the file is an Excel spreadsheet). Give the file a name and save it to your preferred location (it does not have to be the Downloads folder, although this is a convenient location).

 

 

Navigate to the saved file and open it to see the populated (or missing!) data from the contacts in the recipient list for the email. The file will contain the following columns:

 

  • Display Name – The contact’s display name who will be emailed
  • Recipient Source – This provides the list, group, tag or other attribute that was used to build the email
  • Email Address Email Address – The email address
  • Email Address Status – Provides details regarding the verification of the email address
  • Block Reason – If the email will not send, this provides details about why that is.
  • Merge Field Json – In this first iteration, you are going to see the merge fields grouped in one column with the following structure: “Merge Field Name” : ”What will be merged” , Repeated for the number merge fields

 

In this example, in the Merge Field Json column we can see the TENName (merge field for your organization name), the CContactId (the unique identifier for a contact record in your database), and the LAULoginActivationURL (the "Create Account" link that includes the CContactId of the contact receiving the email) are all populated for all contacts receiving this email. 

 

 

Once you have verified that all contacts receiving the email will have all the appropriate data populated in the email, you can then send the email.

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