Generic Mail Merge Data File Layout

The generic mail merge data file is formatted for merging with a letter created in a word processor, such as Microsoft Word. The file is created under Utilities > Mail Merge Data.

You can choose between two text formats for the file:

Comma and quote delimited (.csv): character values are enclosed in double quotes (e.g., "Joe Donor") and numbers, dollar amounts, and dates are not (e.g., 10/1/2005 or 120412). The fields included in the file and their order are shown below.
Fixed length text (.sdf): numbers and dollar amounts are right justified and 0-filled on the left; character values and dates are left justified. The fields included in each record and their column positions are shown below.

Choose the file format most suited to the software that will be working with the data. File records are sorted by organization nickname, then organization ID, then check date, then last name of payee. The fields included in each record in the payment data mail merge file are as follows:

Field Name	Table.Field	Name in File	Position	Description
Salutation or Joint Salutation	tblPerson.Salutation or tblSpouse.JointSalutation	Salutation	1-30	Salutation or, if marked to send mail jointly, joint salutation
	tblPersonGiftMap.Payto	MailName	31-100	Prefix + FirstName + LastName + Suffix; JointMailName if both spouses included and JointMail = T
Preferred Street 1	tblAddress.Street1	PrefStreet1	101-160	Street 1 of preferred correspondence address
Preferred Street 2	tblAddress.Street2	PrefStreet2	161-220	Street 2 of preferred correspondence address
Preferred City	tblAddress.City	PrefCity	221-245	City of preferred correspondence address
Preferred State	tblAddress.StateCode	PrefState	246-247	State code of preferred correspondence address
Preferred Zip Code	tblAddress.Zipcode	PrefZipCode	248-256	Zip code of preferred correspondence address; includes hyphen after 5th digit when more than 5 digits
Preferred Country	tblAddress.Country		257-277	Country of preferred correspondence address
Preferred Phone #	tblAddress.Phone	PrefPhone	278-297	Phone # associated with preferred correspondence address
D.O.B	tblPerson.BirthDate	BirthDate	298-307	Date of birth in mmddyyyy format
Person Key	tblPerson.PersonKey	PersonKey	308-318	Person Key
Day of birth		fmtBirthDay	319-320	Day of birth
Month of birth		fmtBirthMonth	323-324	Month of birth
Email address	tblAddress.Email	PrefEmail	327-371	Email