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Simple Merge Field |
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Simple Merge Field |
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Simple Merge Field
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Simple Merge Field |
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Simple Merge Field |
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| 1. | Open the template in the Word Processor, following the instructions under Edit, View and Delete Letter/Label Templates above, if necessary. |
| 2. | From the Word Processor’s main menu, select View | Mail Merge Dialog. |
| 3. | The Merge Fields/Bands dialog will appear. |
| 4. | From the Merge Fields drop-down list, select the table you want to use. The fields related to the table will appear in the list below. |
| 5. | Click to place your cursor in the document where you want to insert the merge field and double-click on the field in the Merge Fields/Bands dialog. Alternatively, you can drag and drop the field from the merge dialog into the document at the appropriate place. |
| 6. | To remove a merge field, highlight the entire word and the surrounding < >, and press the Delete key. You can also click on the merge field and select Edit | Delete Merge Field. You cannot remove the field by deleting or backspacing one letter at a time. |
| 7. | If you click on the merge field in the body of the document, the Status Bar along the lower edge of your screen will display the contents of the Merge Field as Table.Field (e.g. Attendee.Greeting or Event.DateFrom). |
| 8. | Continue adding merge fields as required. |
| 9. | To preview the document, click the Merged Text tab or select File | Print Preview. Note that the preview text will be pulled from your database, so if some of the fields are incomplete for the company, event, attendee, etc., no text will appear in the preview fields. For example, if you are creating an attendee letter for an event, but have not yet entered attendees for the event, the letter preview will not be able to pull in any attendee names. |
| 10. | If you are in the Merged Text tab, you can show or hide the preview panels along the left side by clicking View | Preview Panel. |
| 11. | Below are examples of some commonly used merge fields: |
| a. | Date and Time: From the Word Processor’s main menu, select Insert | Date, Time or Date/Time. |
| b. | Greeting: You may want to create an automatic greeting that will be customized for each individual to whom you send the document, e.g. Dear <FirstName>, or Dear <Title><LastName> or Dear <Greeting>. From the list of tables in the Merge Fields/Bands dialog, select the table related to the group of people to whom you will be sending the document (e.g. Company, Contact, Attendee, etc.) and insert the appropriate merge fields to fill in your greeting. |
| c. | Event Name, Location and Other Details: You may want to put the event name and other details into a document. You could select the Event table in the Merge Fields/Bands dialog and insert, for example, the EventName, DateFrom and DateTo fields. |
| d. | Closing: You may also want to create an automatically generated closing that will come from the appropriate user at your facility. From the table list in the Merge Fields/Bands dialog, you can choose Event and then add the merge field of the appropriate User in relation to the event, e.g. UserEventMgr or one of the event roles you created in Chapter 2: Setting Up EventPro Planner, Step 1: System Settings, Events: Event Roles. You could also choose the table Current User, so that the merge fields would display the information of whichever user is sending the communication. |
