Creating Mail Merge Templates in Microsoft Word inc. Field List
Creating Mail Merge Templates in Microsoft Word
Quick Intro
This article explains how to create Mail Merge templates with Microsoft Word. These can then be used in conjunction with Havenstar's Mail Merge function to create mailshots for physical posting/mailing to customers.
Creating new Merge Fields (Insert Merge Field ribbon button disabled)
By default, Word expects you to be working with a data source, and wants to present you with a list of fields from said data source. However, Havenstar doesn't do it that way, and without a data source, you'll find that the Insert Merge Field option is disabled.
To get around this, you need to follow this process for inserting new merge fields:
- Go to the "Insert" tab in Word.
- Select the "QuickParts" drop-down option, which is under the "Text" section of the ribbon by default, and then select "Field".
- When the new window opens up, select "Merge field" from the list on the left, and then type in the field name (screenshot below).
- Add any additional formatting options and then click OK to insert into your document.
You can copy/paste merge fields in Word, so if you have an existing merge template, it may be easier to copy and rearrange existing fields. You can also right-click and "Edit field", so another quick way to generate lots of fields is to simply copy/paste one field and then Right-click -> Edit field -> Change the field name.
Selecting Quick Parts -> Field from the Ribbon.
Specifying a MergeField name and formatting options.
Field Lists
As well as the bulk Mail Merge screen in Havenstar, there are various places where you can perform an ad hoc Mail Merge for a single customer. This section contains the list of fields that are available, depending on where you are creating a Mail Merge from.
Field List - Customer Account (F5)/Setup Boats (F10)
These fields are available when performing an ad hoc MailMerge on a single customer using the MailMerge button in the Customer Account screen, or in the Setup Boats screen using the MailMerge button near the bottom, underneath "Boat Details.
| Customer details | |
| TITLE | Title/salutation |
| INITS | Initials/first name |
| CUSTNAME | Surname/customer name |
| HOUSE | Address details |
| ADDLINE1 | Address details |
| ADDLINE1A | Address details |
| ADDLINE2 | Address details |
| ADDLINE3 | Address details |
| ADDLINE4 | Address details |
| POSTCODE | Address details |
| HOMETEL | Home phone number |
| MOBILE | Mobile phone number |
| FAX | Fax number |
| E_MAIL | Email address |
| CONTACTNAME | Not used |
| TYPE | Generic field for customer categorisation. |
| MAILSHOT | Mailshot category - a generic field that can be used arbitrarily to categorise customers for mailshot purposes. |
| Boat details | ||
| BOATNO | Boat number (mostly an internal identifier) | |
| BOATNAME | Boat name | |
| LASTDATEIN | Most recent or upcoming arrival date | |
| LASTDATEOUT | Most recent or upcoming departure date | |
| ORIGIN | Port of origin | |
| LENGTH | Boat dimensions | |
| DRAFT | "" | |
| BEAM | "" | |
| INOROUT | Indicates whether boat is currently in the marina - "I" for In or "O" for Out | |
| INMARINA |
| |
| STATUS | "R" for Resident (berth-holder) or "V" for Visitor | |
| COUNTRY | Vessel country | |
| FLAG | Vessel flag | |
| RESTYPE | Current tariff rate code | |
| CHARGERATENAE | Current tariff name |
| Account details | |
| CODE | Sub-account code |
| SLBALANCE | Total account balance |
| PLUS3DEBT | 3 months+ aged debt |
| PLUS2DEBT | 2 months+ aged debt |
| PLUS1DEBT | 1 months+ aged debt |
| CURRENTDEBT | Current debt |
| Current contract details | |
| BERTH | Allocated berth |
| STARTDATE | Contract start date |
| ENDATE | Contract end date |
| CUR_TOTAL_FEE | Total gross contract fee |
| INSTNUM | Number of instalments |
| INSTAMOUNT | Amount per instalment |
| RESTYPE | Tariff rate code |
| CHARGERATENAE | Tariff name |
| Renewal contract details | |
| RESREBERTH | Allocated berth |
| RESRESTART | Contract start date |
| RESREEND | Contract end date |
| REN_TOTAL_FEE | Total gross contract fee |
| REINSTNUM | Number of instalments |
| REINSTAMOUNT | Amount per instalment |
| RESRETYPE | Tariff rate code |
| RECHARGERATENAME | Tariff name |
Field List - MailMerge Screen (bulk merging)
All of the fields available via the ad hoc MailMerge functions are available here as well. However, there are some additional fields, depending on which tab you're using and which options you have selected.
| General | |
| FULLNAME | Full, formatted customer name. |
| FULL ADDRESS | Full, formatted address. |
| CODE | Account code - considers setting 418, so may show master account or sub account code. |
| BERTHVIS | Current occupying berth as a visitor (may be a temporary berth if berth-holder). |
| BERTHRES | Current home berth, whether occupying or not. |
| CONTRACTID | Current contract ID. |
| RENEWALCONTRACTID | Renewal contract ID. |
| Bookings | |
| BOOKINGID | For both of these fields, the "Include booking details" option must be ticked. |
| BERTHNO | Allocated berth for booking. |
| Miscellaneous | |
| TYPE | Berth type (if "in marina" option is selected). |
| LOCATION | Berth location (if "in marina" option is selected). |
Field List - Visitor Arrival Acknowledgement
This is a particular template that can be printed as part of a visitor arrival. The file used is specified in User Options.
Boat
BOATNAME Boat name
BOATLENGTH Boat length (metres or feet depending on system settings)
COLOUR Boat colour
ORIGIN Port of origin
MAKE Boat manufacturer
MODEL Boat model designation
LASTDATEIN Last arrival date or next expected arrival date
LASTDATEOUT Last departure date or next expected departure date
GRT Gross registered tonnage
BEAM Boat width (beam)
DRAFT Boat depth (draft)
BOATTYPE Type or category of boat
REGISTRATIONNO Boat registration number
TEL_WORK Boat contact telephone
Customer
TITLE Customer title or salutation (Mr, Mrs, Cpt, etc.)
INITS Customer first name or initials
NAME Customer surname or business name
VATNUMBER Customer VAT/tax number
Address
HOUSE House name or number
ADDLINE1 Address line 1
ADDLINE2 Address line 2
ADDLINE3 Address line 3
ADDLINE4 Address line 4
POSTCODE Postcode
CUSTPOSTCODE Customer postcode (duplicate/normalised)
ADDRESS1 Address line 1 (alternate format)
ADDRESS2 Address line 2 (alternate format)
LOCALITY Locality or district
TOWN Town or city
COUNTY County or region
ADDRESSSINGLELINE Full address in a single line
Contact Details
CONTACTNAME Primary contact person name
TEL_HOME Home telephone number
TEL_MOBILE Mobile phone number
E_MAIL Email address
FAX Customer fax number
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