OfficeLink Templates for Personalized Letters

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 Feilds 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:

  1. Open a template file, choose to “Save As” that way you retain the original template and edit a new template.
  2. Choose the “Mailings” tab at the top.
  3. Click “Select Recipients” > “Type New List…”.
  4. At the bottom of this window click “Customize Columns…”
  5. Delete all the field names.
  6. Add new field names from the list of field names in this FAQ. (Company, Cadd1, Cadd2, Cadd3, CPhone, etc).
  7. Click OK twice.
  8. Save the Data Source.
  9. Now you can use the “Insert Merge Field” button to add merge tags to your template.

Notes:

  1. The Support folder is named AccountEdge Pro 201x US or AccountEdge Pro 201x CA. 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