Multiple Merge Letter Process for Microsoft Word 2007 or 2010
This article applies to: Abila Fundraising 50
Question:
How can I simultaneously merge multiple letters created from one report in Abila
Fundraising 50 using Microsoft Word 2007 or 2010?
Answer:
Merging multiple individual letters simultaneously is achievable by following the merge
process in this article. In this article, you will learn how to do the following:
1. Create new gifts and assign the appropriate Letter Name to the letter field on
each gift card.
2. Create and save Individual Merge Letters. Save the letters with the exact same
name as those stored in the Letter table of Fundraising 50.
3. Create a Main Letter merge template; insert Field from Word called “Include text”.
1 Before getting started
Create a directory or folder where all the letters will be saved.
Note: You should save the merge letters in the same directory or folder either on
your workstation or somewhere on your network. The network directory or folder
must be mapped on each local computer using the same drive letter. UNC paths
will not work.
Create New Gifts with appropriate Letter Name
Create a new gift or edit an existing gift card in Fundraising 50. In the letter field on the
gift card, select the letter name from the drop down menu. If the drop down menu does
not have the letter name, then click on Letter to open the table and create a new letter
name. Once created in the table, the letter name is available for selection in the drop
down menu.
2 Create and save Individual Merge Letters
Note: You will need to use the same report to create templates for each type of
letter because fields can vary from report to report. For example, the field
Preferred Salutation could be listed as psal, preferred salutation, preferred
salutation, or prefsalutation depending on the report. Obviously, you can only
use reports whose content will include the Letter field value from the gift card.
In this example, the letters are created from the Gift Acknowledgement Report.
When creating the individual letters, type the body of the letter only and insert selected
merge fields where applicable. (The header, constituent information, address block,
salutation, and closing will be set up in the main letter.)
1. Select the Abila Fundraising 50 report to use with your merge letter and adjust
the setup options. (Gift Acknowledgements in this example)
2. Select Run>Merge>Create New Document>OK.
3 3. Select OK.
4. Insert the appropriate merge fields into your letter. Below is an example of a
“Memorial Thank You” letter (body only) with selected merge fields.
5. Save the merge template with the exact same name as the letter name in the
Letter Table of Abila Fundraising 50.
a. For organizations that only use Microsoft Word 2007, you may save the
template using the default type Word Document (*.docx).
b. For organizations that have different versions of Microsoft Word throughout its
network, save the template using Word 97-2003 Document (*.doc) as the
4 type. This type is recognized by all previous versions of Word and Word 2007
in compatibility mode.
6. Repeat Steps 1-5 for each additional letter needed.
Note: The Letter Name in the Letter Table must match the name of the letter in
your letter folder. (See illustration below).
Steps to create the Main Letter (Microsoft Word 2007)
Create one Main Letter with “include text” field that selects other letter types
1. Select the Abilla Fundraising 50 report to use with your merge letter and adjust
the setup options. (Gift Acknowledgements in this example)
2. Select Run>Merge>Create New Document>OK.
5 3. Select OK
4. Insert the appropriate merge fields into your main letter. In Word 2007, select
mailings from the main tool bar; then select Insert Merge Fields.
Below is an example of the Main Letter with merge fields.
6 5. Place the cursor where the body of the letter would begin (as shown above).
From the tool bar, select Insert; then select Quick Parts, and choose Field from
the menu.
6. The Field window will open. Select “Include Text” in the Fields name list, then
select OK.
7 7. After selecting OK, “Error! Filename not specified” will appear on your document.
The error will be in bold lettering, so highlight the entire error; right click to open
format options, and de-select bold. You will have to click the B twice since the
first click activates the bold, and then clicking it again deactivates it. You should
see the font size change to normal.
8 NOTE: This field, Include Text, of the Main Letter controls the format of the
sub letters. It is very important to change the “Error! Filename not specified.”
from bold to non-bold. If forgotten, the first 30 characters in the body of the
sub letters will be in bold when merged to Word.
8. Right Click on “Error! Filename not specified” and select Toggle Field Codes
9. Once you have selected Toggle Field Codes the following statement will appear :
{INCLUDETEXT \* MERGEFORMAT}
10. Place the cursor directly after the “T” of INCLUDETEXT and arrow to the right
two spaces and type “C:\\LettersFR50\\”
“C” is the drive letter & “ LettersFR50” is the directory name used in this example
11. Place your cursor between the back slash (\) and the quotation marks.
12. Once the cursor is between the back slash (\) and quotation marks, click on the
Insert Merge Field icon in the Mailings tool bar of Word 2007.
9 13. From the Insert Merge Field window, select the Letter_Name merge field. Select
Insert, and then Cancel to close the window.
14. Once you’ve inserted the merge field to the INCLUDETEXT statement, it will
display one of the letter names listed in the directory where your letters are
stored.
a. If saving this template as a Word Document (*docx), then you must type
.docx at the end of the letter name within the quotation marks as shown
below.
10 b. If saving this template using Word 97-2003 Document (*doc) as the type,
then you do not need to type anything after the Letter name.
Let’s take a closer look at the INCLUDETEXT statement.
•
•
•
The yellow highlighted areas contain TWO spaces
The blue boxed area represents your Directory path
The green boxed area represents the name of your Word Document followed by
a “.docx” as highlighted in the red box.
15. Now save the main template: Main Letter.docx or Main Letter.doc
a. Save as type Word Document (*.docx) if you followed step 14a.
b. Save as type Word 97-2003 Document (*.doc) if you followed step 14b.
Reminder: Save the Main Letter in the same directory as your individual
letters. (See illustration below)
Run the Multiple Merge Letter Process
Now run a report pulling the gift information and individual letter names in the letter field
of the gift card, and run the merge. Select Use Existing Merge Document. Click on the
folder icon to the right of the file name and browse to your Main Letter, then select OK.
11 Important Facts and Helpful Tips
Disclaimer: This Multiple Merge Letter Process was written as a courtesy for
those users who want to merge constituent information to letters with different
body text using one Main Letter.
The format of the Include Text field in the Main Letter controls the formatting of the subletters (individual letters). Be aware that any cosmetic formatting that may have been
done by the creator of each sub-letter will not carry over after the merge. If different
cosmetic formats are desired, it is recommended to create a different Main Letter for
each desired format.
When creating the Main Letter merge template in Word 2007, once inside the blank
document, set the format of the letter prior to typing any texts or inserting merge fields.
You can set fonts, paragraph settings, and styles all from the home menu.
To Set Format:
Select Home tab in the menu bar of Word 2007
Use the arrows in the bottom right corner of each task to open its dialogue window.
(See illustration)
12 Set all fonts, paragraph settings, and styles desired. Insert the desired merge fields,
Include Text field, follow the toggle field codes process; and then, save the Main Letter
template.
Remember: Insert>Quick parts>Field>Include Text>OK inserts the “Error!
Filename is not specified”, be sure to highlight the full error, and de-select the
bold font setting.
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