Mail Merge Data
The Mail Merge Data routine enables you to create a file of name and preferred address information stored in GiftWrap. The resulting file is suitable for merging with a letter or other document using the merging function of your word processor.
For example, Mail Merge Data makes it easy for you to create personalized letters in batches to annuitants or planned gift prospects. Use Create Check Data Mail Merge File under Payments - Advices/Files to create letters to enclose with a corresponding batch of payment checks, payment advices, or 1099-R tax forms.
Mail Merge Data also can create a file format that is suitable for use by PG Calc's BatchCalcs service to add calculated values to your mail merge file, such as personalized charitable deductions and gift annuity payment amounts.
Mail Merge Data generic file layout
Mail Merge Data BatchCalcs file layout
1. Click Utilities > Mail Merge Data in the Menu Bar.
2. Enter selection and sorting criteria for your mail merge file. In the Other area, be sure to select the file format in which to save your data. .CSV is the better format to use if you plan to open the merge file in Excel (see Notes for advice on formatting Zip Codes in Excel). There is help available on each field.
3. If creating a data file for use with PG Calc's BatchCalcs service, click BatchCalcs Format in the Other area.
4. Click OK.
5. Save the file in the folder of your choice.
Notes:
· The Mail Merge Data file includes the person key in each record. Person key is the non-editable and unique integer that GiftWrap assigns to each person record (it is visible in the upper right-hand corner of the Person Information screen).
· You may select the people to include in the mail merge file based on their home address. Nonetheless, for people included in the file whose preferred address is their business address, the file will contain their business address, not their home address.
· When sorting or selecting people by interest code, the number of the interest code field is important. Consequently, take care to enter each interest code in its designated interest code field number.
For example, if you search for people with interest code med in interest code field 1, only those people who have med entered in interest code field 1 will match your search. Those with med in interest code fields 2-6 will not match.
· When you open a Mail Merge Data file in Excel, Excel will suppress leading zeros found in the Zip Code values in the PrefZipcode column. To recover these leading zeros, highlight the PrefZipcode column, then select Format - Cells in the Excel menu. Now, select Special and then select ZipCode as the Type.