When you create personalized letters using OfficeLink, you must choose a template for the letter you're creating.
The OfficeLink templates are specially designed to work with AccountEdge data and Microsoft Word to create personalized letters. Field codes, have been inserted in these templates to ensure the data appear in the proper places in your letters. These field codes are similar to, but not the same as, the typical mail-merge field codes that you normally work with in Microsoft Word
Customizing Personalized Letter Templates
OfficeLink templates for personalized letters are located in the Letters folder, which is inside the Support folder in your Documents folder1. You should make backups of the existing templates before you begin making changes. Just copy the current templates into a new folder, or copy files to files with different names to make your backup. You will need Microsoft Word to open and edit the templates. Save the template as a Microsoft Word 97-2003 Template, in the Letters folder.
Manually Type Merge Fields in Template Documents (Windows Only)
On Windows you can manually type in merge fields. In the template document type the field inside of double square brackets, for example [[Company]] or [[Cadd1]].
Add Merge Fields to Microsoft Word 2010 for Windows:
These instructions allow you to add the Merge Field to Microsoft Word so that you can use the "Insert Merge Field" button rather than manually typing the Merge Field into the template document:
Open a template file, choose to “Save As” that way you retain the original template and edit a new template.
Choose the “Mailings” tab at the top.
Click “Select Recipients” > “Type New List…”.
At the bottom of this window click “Customize Columns…”
Delete all the field names.
Add new field names from the list of field names in this FAQ. (Company, Cadd1, Cadd2, Cadd3, CPhone, etc).
Click OK twice.
Save the Data Source.
Now you can use the “Insert Merge Field” button to add merge tags to your template.
Notes:
The Support folder is named AccountEdge Pro. By default, it is located in your Documents folder. You can easily locate this folder by opening the Company Data Auditor (Command Centers > Accounts > Company Data Auditor), and clicking on the link that reads, Custom Forms, etc.
The following fields can be merged into OfficeLink templates:
Field | Where to find the field |
Company | Company Name field in the Company Information window |
Cadd1 | First line of the Address field in the Company Information window |
Cadd2 | Second line of the Address field in the Company Information window |
Cadd3 | Third line of the Address field in the Company Information window |
Cadd4 | Fourth line of the Address field in the Company Information window |
CPhone | Phone Number field in the Company Information window |
Name | Company Name field in the Card Information window for companies; Last Name and First Name fields in the Card Information window for individuals |
Add1 | First line of the Address 1 field in the Card Information window |
Add2 | Second line of the Address 1 field in the Card Information window |
Add3 | Third line of the Address 1 field in the Card Information window |
Add4 | Fourth line of the Address 1 field in the Card Information window |
Add5 | Fifth line of the Address 1 field in the Card Information window |
City1 | The City field of the Address 1 field in the Card Information window |
State1 | The state field of the Address 1 field in the Card Information window |
Zip1 | The ZIP code field of the Address 1 field of the Card Information window |
Sadd1 | First line of the Address 2 field in the Card Information window (used for customers and vendors only) |
Sadd2 | Second line of the Address 2 field in the Card Information window (used for customers and vendors only) |
Sadd3 | Third line of the Address 2 field in the Card Information window (used for customers and vendors only) |
Sadd4 | Fourth line of the Address 2 field in the Card Information window (used for customers and vendors only) |
Sadd5 | Fifth line of the Address 2 field in the Card Information window (used for customers and vendors only) |
City2 | The City field of the Address 2 field in the Card Information window (used for customers and vendors only) |
State2 | The state field of the Address 2 field in the Card Information window (used for customers and vendors only) |
Zip2 | The ZIP code field of the Address 2 field in the Card Information window (used for customers and vendors only) |
Phone1 | Phone #1 field in Address 1 in the Card Information window |
Phone2 | Phone #2 field in Address 1 in the Card Information window |
Fax | Fax field in Address 1 in the Card Information window |
Salutation | Salutation field in Address 1 in the Card Information window |
Contact | Contact field in Address 1 in the Card Information window |
Balance | The balance, in currency, of customers' and vendors' accounts |
Overdue | The overdue balance, in currency, of customers and vendors |