Aristotle Support

Creating a Mail Merge document

Article ID: 627
Last updated: 11 Mar, 2010

Word Processing Overview

Word for Windows and WordPerfect are used in conjunction with Aristotle's software to
accomplish mail merging and label printing. Any document feature that is available in these
word processors can be used to enhance Mail Merge documents. Creating Mail Merge
documents, catalog documents, and envelopes and labels is simple and is covered both here and
in the Word and WordPerfect documentation. We recommend spending some time with your
word processor's manual and Help screens to harness its full power.
 
Campaign Manager 5 for Windows is compatible with WordPerfect for Windows 6.1 and 8.0
and Microsoft Word for Windows 6.0 or higher. 
 
Creating a Mail Merge Document
To create a mail merge document, you must first create a mail merge template. Accessing the
word processing application is exactly the same, regardless of whether you are using
WordPerfect or Microsoft Word. Use this feature to create documents to use in a Campaign
Manager 5 Mail Merge or Letter Batch. Your word processor and default template target path
should be designated in the User Setup area.
There are two ways to open the word processing application: Click the (W) button on the
Toolbar, or select Word Processor from the Main Menu Bar.

Word for Windows
In creating a Word for Windows document, use Merge Codes where you want information from
a record placed during a Mail Merge or Letter Batch. Examples of where you might use Merge
Codes are Mail Name, Address, and Salutation.

Step-by-Step…

1.  Type your letter as you would any letter.
 
2.  Insert Merge Codes where you want to pull information from the database
(see instructions below).
 
 
3.  Save the document template to your CM5 document folder.
Inserting Merge Codes in a Word Document (98, NT, 2000)

Step-by-Step...
1.  Place the cursor at the point in the document where you want to insert the
CM5 Merge Code.
 
2.  From the MSWord Main Menu Bar, select Insert > Field.

3.  Select Mail Merge in the Categories box on the left side of the window.
 
4.  Select MergeField in the Field Names box on the right side of the
window.
 
5.  Enter the Merge Code after the word MERGEFIELD. 
For example: MERGEFIELD MAILNAME
 
6.  Press OK to insert the Merge Code.
 
7.  When you are through, file the document.
Inserting Merge Codes in a Word Document (XP)

Step-by-Step...
 
1.  Place the cursor at the point in the document where you want to insert the
CM5 Merge Code.
 
2.  From the MSWord Main Menu Bar, select Insert > Field.
 
3.  Select MergeField under Field Names box.
 
4.  Under field Properties, place the cursor in the Field Name field.
 
5.  Enter the CM5 Merge Code. The Merge Codes are listed in the next
section.
 
6.  Click OK. 
 
NOTE: The comma after the city is NOT part of the Merge Code but part of the document. If
you include the comma in the Merge Code it will not work.

Creating a Word Processing Catalog

Word for Windows
A Catalog merge is used to create a list of information in a table format. This enables you to
create simple reports that can be up to three or four columns wide with as many records as can fit
on a page.
 
Step-by-Step...
1.  Select Mail Merge from the Tools menu.
 
2.  Choose Create and Select Catalog from the list of document types.
 
3.  If your current document is blank, select Active Window, if not, select
New Main Document.
 
4.  Click Close.
 
5.  Choose Insert Table from the Tables menu.
 
6.  Create a table that consists of one row and as many columns as you have
mail merge fields to include. 
 
TIP: In portrait layout, only three or four columns will comfortably fit
on a page.

7.  Insert the merge codes in the table cells as in the Word for Windows
sections above. Each column must be wide enough to accept the merge
code without wrapping.
 
8.  When merging to a catalog document, choose Merge only when
prompted. This will enable you to add column headers and title
information to the first page of the list.

Merge Codes
The following tables show the Merge Code used for each field in Campaign Manager 
 
NOTE: When using WordPerfect for Windows, a blank line remains in the document if a Merge
Code is the only item on the line and the field is blank in CM5. Place a question mark (?) after
the Merge Code to have WordPerfect automatically remove the blank line when the field is
blank. 
 
The following Field Names and Merge Codes are available for both Mail Merges and Letter
Batches:

Field Name    Merge Code

Voter ID     VRNUMBER

Last Name    LASTNAME

First Name    FIRSTNAME

Mail Name    MAILNAME

Salutation  SALUTATION

Address Line 1   ADDRESS1

Address Line 2   ADDRESS2

Address Line 3   ADDRESS3

City     CITY

State     STATE

Zip     ZIP

County    COUNTY

Congressional District  CONGRESS

Carrier Route    CARRT

Home Phone#    HPHONE

Work Phone#  WPHONE

Fax Ph one #    FPHONE

Alternate Phone #   APHONE

Email     E_MAIL

Employer    EMPLOYER

Occupation   OCCUPATION

Birth Date    BIRTHDATE

Record Type    CONSTITUENTTYPE

Origin    ORIGIN

Affiliation    AFFILIATION

Sex     SEX

Precinct    PRECINCT

Upd ate Date    UPDATEDATE

Work Address Line 1   WADDRESS1

Work Address Line 2   WADDRESS2

Work Address Line 3   WADDRESS3

Work City     WCITY

Work State    WSTATE

Work Zip     WZIP

Work Carrier Route   WCARRT

Mail Address Line 1   MADDRESS1

Mail Address Line 2   MADDRESS2

Mail Address Line 3   MADDRESS3

Mail City     MCITY

Mail State    MSTATE

Mail Zip     MZIP

Mail Carrier Route   MCARRT

Default Address Line 1  DADDRESS1

Default Address Line 2  DADDRESS2

Default Address Line 3  DADDRESS3

Default City    DCITY

Default State    DSTATE

Default Zip    DZIP

Default Carrier Route   DCARRT

Household Mail Name   HOUSEHOLDMAILNAME

Household Salutation   HOUSEHOLDSALUTATION

The following Merge Codes are only available when running a Mail Merge. They are associated
with Contribution Subfile information. Because of the nature of the mail merge in a relational
database, information about specific contributions will not merge to the document. You can,
however, merge general contribution data.

Contribution Data     Merge Code

Total Contribution     TOTALCONTRIBUTIONS

Largest Contribution     LARGESTCONTRIBUTION

Average Contribution    AVERAGECONTRIBUTION

Last Contribution    LASTCONTRIBUTION 

Last Contribution Date    LASTCONTRIBUTIONDATE

Contribution Total for Year 1    YEAR1TOTAL

Contribution Total for Year 2    YEAR2TOTAL

Number of Contributions in Year 1   CONTRIBUTIONSYEAR1

Number of Contributions in Year 2   CONTRIBUTIONSYEAR2

NOTE: A more complete list of Merge Codes used for Mail Merges in CM5 can be found by
selecting Utilities on the Main Menu Bar, selecting Export Dataset, then selecting combined
Format.

The following Merge Codes are only available when running a Contribution Letter Batch:

Field Name    Merge Code


Date    DATE

Amount    AMOUNT

Period    PERIOD

Type    TYPE

Source    SOURCE

Note    NOTE

Check #    CHECKNO

Letter    LETTER

The following Merge Codes are only available when running an Issue Letter Batch:

Field Name    Merge Code

Date    ISSUEDATE

Issue    ISSUE

Staff Name    STAFF

Letter File Name   LETTER

WordPerfect for Windows
 
In creating WordPerfect documents, use Merge Codes where you want information from a record
placed during a Mail Merge or Letter Batch. Examples of where you might use Merge Codes are
Mail Name, address, and salutation.

Step-by-Step...
1.  Type your letter as you would any letter.
 
2.  Insert Merge Codes where you want to import information from the
database (see instructions below).
 
3.  Save WordPerfect document in your Mail Merge folder.

Inserting Merge Codes in a Word Perfect Document
Step-by-Step...
1.  From the WordPerfect Main Menu Bar, select Tools > Merge.
 
2.  Select the Form button and select None when prompted to associate a
data file.
 
3.  Place the cursor at the point in the document where you want the
substitution to take place.
 
4.  Select the Insert Field button on the Merge bar. 
 
NOTE: When using WordPerfect, a blank line remains in the document if
a Merge Code is the only item on the line and the field is blank in CM5.
Place a question mark (?) after each Merge Code to have WordPerfect
automatically remove the blank line when the field is blank. 
 
5.  Click on OK on the next screen.
 
6.  Type the CM5 Merge Code for the field containing the information you
want placed at this point in the document. 
 
TIP: To household the letter, use the HOUSEHOLDMAILNAME and
HOUSEHOLDSALUTATION Merge Codes. The Merge Codes are
listed after the section on Word for Windows, preceding this section.
7.  Click on OK.
 
8.  When you are through, file the document.
 
9.  For help on other aspects of creating WordPerfect documents, refer to
your WordPerfect manual. 
 
NOTE: If WordPerfect does not start when Word Processor is selected, the DOS Path may not
be set up correctly. Be sure WordPerfect’s directory and the CM5 directory are in the DOS Path.

Mailing Letters
 
One of the most important features of Campaign Manager 5 is its ability to produce merge letters
and labels. This can be done in-house through Word or WordPerfect or by producing a data file
for use by a mail house.
 
The Mail Merge feature prints customized documents by pulling information from the Record
and replacing the document’s Merge Codes with the personalized information. You can merge a
letter using data from a single Record or from multiple Records. There are several ways to
approach in-house mailings.

•  Mail Merge: Sending a single letter to a list of people the Current
Selection.
 
•  Letter Batch: Sending different letters to a large group of people.
 
 
•  Mailing from Subfiles: Sending letters to individuals from the
Contributions or Issues Subfiles of their Records.

Mail Merge
In a Mail Merge, you perform a search for the Record or Records you want to merge into the
letter. Remember that this process is used here to send a single letter to the people in the Current
Selection. In this case, there will be nothing in the records to indicate that they received the
mailing unless you use the Add Subfile Entries feature after the merge is complete to add an
Issue to the records in the Current Selection that includes the letter name and date.

Letter Batch
Letter Batches print a letter for a group of people based on a particular Contribution transaction
or Issue topic. In this case, different letters may go to different people.
 
A Letter Batch has the same ultimate result as a Mail Merge, except that each Record may be
sent a different letter. It requires that the Contribution or Issue be added to the record with the
correct letter. In the Contributions Subfile, this is done one at a time as you go through the data
entry process. In the Issues Subfile, you may enter one at a time or in groups of records that
require the same letter. This is done by creating a Current Selection of records that receive the
same letter, using Add Subfile Entries to add the letter. It may be the case that a dozen people
get one letter and a hundred get another (Letter Batches can contain hundreds of letters), but all
can be placed in the same batch. When the batch is printed, each person gets the correct letter.
You may also print envelopes either as part of the batch or by using the option to copy the batch
to the current selection. The order of the batch printing will be the same as that of the batch.
 
There are two variations on the above two methods. In Mail Merge, the letter goes to everyone in
the Current Selection. To send a letter to a single individual in the Current Selection without
printing it for the other Records, you could do a name search for that one Record or you could
open the Master Edit Screen for that Record. If the Master Edit Screen is open when performing
a Mail Merge, only the open Record is merged.
 
A variation on Letter Batches is to manually add an Issue with a letter and choose print instead of
placing it in a batch. It will merge and print only that one letter.

Using Mail Merges
The Mail Merge feature prints customized letters by replacing the document’s Merge Codes with
information in Campaign Manger 5 records. The Merge Code determines from which field the
information is drawn. For help on using Merge Codes in documents, refer to the WordPerfect or
Word for Windows help systems.
You can merge a letter using a single Campaign Manager 5 Record or a list of Records.

Creating a Merge Letter for a Single Record

Step-by-Step...
1.  Open the Master Record for the person you want to send a letter to or
create a Current Selection of only that person.
2.  From the Main Menu Bar, select Word Processing > Mail Merge.
 
3.  Select the desired document and click Open. The Process Document
screen is displayed.

4.  Select the action you want to perform by clicking the Action drop-down
list and choosing an item. The definition of each item in the Action list is
as follows:
 
•  Edit Letter: Opens the letter for editing.
 
•  Merge Letter (Recommended): Merges the letter but does not
print immediately. You may then print or save the letter as you
choose.
 
•  Merge Letter To Printer: Merges and prints the document
without displaying it on screen.
 
•  Merge Letter to Electronic Mail: Merges to e-mail. Type the
subject line for the e-mail in the field provided. The information
can be merged as text or as an attachment by checking or un-
checking the Send as attachment checkbox. We recommend not
checking the Send as Attachment box as some recipients may not
be able to open or download attachments.
 
 
5.  Click OK.
 
6.  The program scans the document to determine which Merge Codes it uses.
An Invalid Merge Field screen will appear if there are invalid Merge
Codes in the document.

The box at the top of the screen displays the invalid Merge Code. The
drop-down menu at the bottom of the screen shows all the available Merge
Codes. Select the correct Merge Code from the drop-down box if it is
listed. The Remove Field button enables you to remove invalid merge
fields and continue with the merge. To cancel the merge and edit the mail
merge template, click Cancel.
 
NOTE: In Corel WordPerfect 8, the Merge Codes must not only be spelled correctly, but also
must be in WordPerfect’s dictionary. Any Merge Code that is marked as misspelled must be
added to the dictionary before merging.
Creating Merge Letters for Records in the Current Selection

Step-by-Step...
 1.  Create a Current Selection of those to whom you want to send the letter.
 
2.  Unique the Current Selection by Household if your data is householded.
From the Main Menu Bar, select Records > Current Selection >
Household > Unique.
 
 3.  Sort the current Selection if desired. From the Main Menu Bar, select
Records > Current Selection > Sort.
 
 4.  Close all records.
 
 5.  From the Main Menu Bar, select Word Processing > Mail Merge.
 
 6.  Select the desired document and choose Open

7.  All of the Merge Codes that are included in the document are indicated
with a check mark. Check the list to be sure that all of the Merge Codes
are present. If not, edit the document.
 
8.  Any Merge Codes that exist in the selected document should be checked.
If they are not, choose Cancel and edit your document (using the word
processor) to ensure correct Merge Code spellings. Certain situations can
cause correctly spelled Merge Codes not to be checked (for example, if a
Merge Code in a table that is too small to display the code without
wrapping). In this case, place a check in the check box and the merge will
use the information.
 
9.  If all of the Merge Codes are present, click OK.

10. Check the Starting and Ending Record fields for accuracy. Click OK.
 
11. Select the Action you want to perform by clicking the Action drop-down
list and choosing an item.
 
12. The definition of each item in the Action list is as follows:
 
•   Edit Letter: Opens the letter for editing.
 
•   Merge Letter (Recommended): Merges the letter but does not
print immediately. You may then print or save the letter as you
choose.
 
•   Merge Letter To Printer: Merges and prints the document
without displaying it on screen.
 
•   Merge Letter to Electronic Mail: Merges to e-mail. Type the
subject line for the e-mail in the field provided. The information
can be merged as text or as an attachment by checking or un-
checking the Send as Attachment checkbox. We recommend not
checking the Send as Attachment box because some recipients
may not be able to open or download attachments.
 
13. Click OK. An Invalid Merge Field screen will appear if there are invalid
Merge Codes in the document.

The box at the top of the screen displays the invalid Merge Code. The
drop-down menu at the bottom of the screen shows all the available Merge
Codes. Select the correct Merge Code from the drop-down box if it is
listed. The Remove Field button enables you to remove invalid merge
fields and continue with the merge. To cancel the merge and edit the mail
merge template, click Cancel. 
 
NOTE: In Corel WordPerfect 8, the Merge Codes must not only be spelled correctly, but also
must be in WordPerfect’s dictionary. Any Merge Code that is marked as misspelled must be
added to the dictionary before merging.

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Article ID: 627
Last updated: 11 Mar, 2010
Revision: 1
Views: 1104
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