Create a mailing list in AX 2012 R3

So this is a bit of a ‘golden oldie’ but the other day we had the requirement to generate a mailing list and print out some address labels for a good old fashioned (paper) newsletter.

First we had to remind ourselves about the contact person setup for customers. Imagine that you had a customer called Adaptable Solutions Ltd and you want to record the names of a few folk who work there and are interested in your products. Locate the customer record.

Sales and marketing > Common Customers > All customers Customer > Accounts > Contacts and click on Add contacts:

Create a contact record for each employee in the business that you want to contact:

Then on the Competencies Action tab Click on the Interests button and add Interests (adding Interests to the main table as required):

Generate the mailing file by going to Sales and marketing > Periodic > Mailings > Generate mailings:


I’ve created a Category and Item and used the Select to filter for the contact interests:

The system’s populated the Mailings table, Sales and marketing > Periodic > Mailings > Mailings:


Obviously, we’re going to use the Functions > Create mailing file function to create our mailing file (Or we could use the same function directly from the menu option Sales and marketing > Periodic > Mailings > Create mailing file):


The system’s going to create a CSV file with the information I need for labels:

Now we just need to complete the job in Word.

In Word, Click Mailings > Start Mail Merge > Labels and select your label design:

Now to select the mailing list we generated from Dynamics AX, on the Mailings tab, click Select Recipients > Use an Existing List, and select the file you created earlier.

To get the Names and addresses on to your labels, click Address block, and then Match fields to select the fields from Dynamics AX that you’re going to use:

When you close the Match fields form, check your layout in the Preview pane, then click OK.

If you want another check, back in your Word document click Preview Results, and then click the arrows to make sure the labels look right, and finally when you’re ready, click Finish and Merge, and then click Print Documents. (If you want a final check, just print the first page of labels, and then if everything lines up, come back and print all labels).

You can save the mail merge document, and it stays connected to your mailing list (the file generated by Dynamics AX). To use the mail merge document again, re-generate the Dynamics AX mailing list and open your mail merge document and click Yes when Word prompts you to keep its connection.

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