Modifying Mail Merge Templates

For a description of the mail merge templates that are provided with NewViews for Non-Profit Housing, see Sample Mail Merge Templates.

Before these templates can be used to create personalized forms or notices for members/tenants, they should be customized for your specific needs. This could include:

• Adding your logo and/or organization name.

• Reformatting the document to suit your preferences and/or fit your letterhead.

• Changing the wording of the form/notice.

• Adding any additional merge fields that are required and/or removing those that are not needed.

Important: If you plan on adding merge fields to a template, you must first create a data source file that contains the merge fields you want to add. See Creating a Data Source File and Merge Fields Associated With RGI Views for details.

Sample templates are stored in the directory c:/nv/print_templates/my_templates. If NewViews for Non-Profit Housing is installed in a directory other than nv, substitute the name of that directory in the path above.

Note: Backup copies of the templates are stored in the directory c:/nv/print_templates/mail_merge. If you need to restore a backup copy of a template for any reason, copy it from this directory to the c:/nv/print_templates/my_templates directory before making any changes to it.

For instructions on modifying templates with Microsoft Word 2007/2010, use this link:

• Modifying Templates with Word 2007/2010

For instructions on modifying templates with Microsoft Word 2003, use this link:

• Modifying Templates with Word 2003

Modifying Templates with Word 2007/2010

1. Open Microsoft Word.

2. Use the File>Open command to navigate to the c:/nv/print_templates/my_templates directory and open the template you want to modify.

   

3. Make the required changes to the text and layout of the document. For example, you may want to:

   • Add your logo and the name of your housing complex at the top of the document.
   • Edit the text in the body of the document to suit your specific needs.
   • Delete any merge fields you don't need. To do this, highlight the merge field and press <Del>.
   • Change the font size or font type.
   • Modify the margins to fit your letterhead.

4. If you DON'T need to add any new merge fields to the template, simply use the File>Save command to save the document once you are done making your changes.

   If you DO need to add additional merge fields, follow the steps below.

5. Select the Mailings tab.

   

6. In the Mailings tab, select Start Mail Merge, then Step by Step Mail Merge Wizard.

   

7. In the Mail Merge panel to the right of the document, select Letters, then Next: Starting document.

   

8. Select Use current document, then Next: Select recipients.

   

9. Click Browse and open the data source file that was created for use with this template (see Creating a Data Source File).

   

10. If Microsoft Word asks you to confirm the data source, click Ok.

11. Close the Mail Merge panel.

    

12. Ensure that you are still on the Mailings tab. The Insert Merge Field option should now be accessible.

13. Position the cursor where the merge field is to be inserted in the template, then click Insert Merge Field to choose the merge field from a drop down list.

    

14. Continue adding merge fields as required.

15. When you are finished modifying the template, you MUST change the document to a Normal Word Document.

    To do this, select Start Mail Merge, then Normal Word Document.

    

16. Save the document using the File>Save command.

For more information on Word's mail merge capabilities, consult Microsoft Office's help.

Modifying Templates with Word 2003

1. Open Microsoft Word.

2. Use the File>Open command to navigate to the c:/nv/print_templates/my_templates directory and open the template you want to modify.

   

3. Make the required changes to the text and layout of the document. For example, you may want to:

   • Add your logo and the name of your housing complex at the top.
   • Edit the text in the body of the document to suit your specific needs.
   • Delete any merge fields you don't need. To do this, highlight the merge field and press <Del>.
   • Change the font size or font type.
   • Modify the margins to fit your letterhead.

4. If you DON'T need to add any new merge fields to the template, simply save the document using the File>Save command once you are done making your changes.

   If you DO need to add additional merge fields, follow the steps below.

5. Select Tools>Letters and Mailings.

   Make sure the Show Mail Merge Toolbar is turned on (i.e. a tick will be displayed to the left) of this option.

   If not, select Show Mail Merge Toolbar to turn it on, then select the Tools>Letters and Mailings command again.

   

6. Choose Mail Merge.

7. In the Mail Merge panel to the right of the document, choose Letters, then Next: Starting document.

   

8. Select Use the current document, then Next: Select recipients.

   

9. Click Browse and open the data source file that was created for use with this template (see Creating a Data Source File).

   

10. If Microsoft Word asks you to confirm the data source, click Ok.

11. Close the Mail Merge panel.

    

12. The Insert Merge Field icon on the Mail Merge Toolbar should now be active.

    

13. Position the cursor where the merge field is to be inserted in the template, then click the Insert Merge Field icon.

14. Highlight the merge field from the Insert Merge Field list, then click Insert.

    

15. Continue adding merge fields as required.

16. When you are finished modifying the template, you MUST change the document to a Normal Word Document.

    To do this, click the Main Document Setup icon and choose Normal Word Document.

    

17. Save the document using the File>Save command.

For more information on Word's mail merge capabilities, consult Microsoft Office's help.