But if they have donated, you might want to include the amount of their donation in the letter. If someone has just made a commitment, but not donated, you might want to thank them for their commitment. Here’s an example of when you might want to use this. You can insert a merge field, but you will have to do it manually. You might have noticed that Word doesn’t let you insert a merge field in the “Insert this text” or “Otherwise this text” areas of the pop-up when writing the rule. conditional), but you also want to display the content of a merge field in the result. Let’s say you want to use an If rule (a.k.a. Inserting Merge Fields in Rules / Manually Editing Merge Code Where nameOfField is replaced with the name of your field. To toggle between previewing your letters and viewing the code for your Merge Fields and Rules, use Alt-F9. If you’d like, you can leave either the “Insert This Text” or “Otherwise Insert This Text” boxes blank. In the “Otherwise Insert This Text” box, enter the text you’d like to appear if your comparison is NOT true.In the “Insert This Text” box, enter the text you’d like to appear if your comparison is true.If you chose “is blank” or “is not blank”, don’t enter anything here. Type in what you would like to compare the field to.You have a choice of: equal to, not equal to, less than, greater than, less than or equal to, greater than or equal to, is blank, is not blank. Choose what kind of comparison you are making.Choose the field name you would like to examine.Click the “Rules” button and choose If…Then…Else.This can be accomplished by adding an If…Then…Else rule. For example, if someone has donated more than a certain amount, you may want to use more effusive language than usual. Sometimes you don’t want to display a field directly from the spreadsheet, but use the field’s content to make a decision about what will appear in the letter. To do this, click the Match Fields button in the pop-up and choose the fields in your Excel that match the fields in Word. You then have to make sure that Word knows which fields in your Excel sheet correspond to common fields such as first and last name. ![]() To add these, click the Address Block or Greeting Line button. Word has two preformatted items for letters – an Address Block and a Greeting Line. More Advanced Tricks Using Preformatted Blocks You can make any necessary edits before printing. This will allow you to put all the letters into one long Word document, each starting a new page. If the results look good, click the Finish and Merge button. To see what your letters will look like with the Excel data, click Preview Results and use the arrows to page through each individually generated letter. Repeat this process until you have added all of the fields you need. Choose the one which holds the information you’d like to reference. You will see a list of all Merge Fields available to you – in other words, headings from your Excel spreadsheet. For example, you might put your cursor after the greeting where the first name will be displayed. First put your cursor at a location in which you’d like to enter information from the spreadsheet.Now that your Word document has been associated with your Excel spreadsheet, you’ll be able to insert data from any of your Excel columns. There is a “My Data Has Headers” checkbox which is checked by default – if you set up your Excel file with headers as recommended above, you should leave it checked. When you are presented with a list of all the spreadsheets in your Excel file, choose the one with the data you would like to use for the merge. To connect your document to the Excel file, click the Select Recipients button and choose Use Existing List… Find the Excel file on your computer. ![]() Click the Start Mail Merge button, and from the dropdown that appears, choose Letters. Next, open Word and write the letter, omitting any information that will be filled in from, or based on, the Excel file. It is best not to use spaces or punctuation in this heading. For example, on top of the column with first names, you will want a heading like FirstName. If not, you will want to make sure that you put headings on all the columns. The first step is to set up the Excel file with information for people receiving the mailings. The General Process Setting Up the Excel Source That’s where the IF clause comes into action. ![]() But sometimes you need to format the text based on conditions. Mailmerge using Microsoft Office Word (WinWord) is an easy task, as long as you go the mainstream way.
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