How do I add automatic merge fields to my Correspondence Form letters? – Help Center

While having form letters that can go out to a large number of constituents is extremely useful, sometimes it's nice to include a little bit of personalization. You can accomplish this by including automatic merge fields or fill-in fields.

First you will need to create a letter in the Letters module:

Go to Letters.
Click New.
"Letter" will already be selected, so click Continue.
Add a letter code and a description, then click Save and Continue.
Click the Edit Letter button to open Word.

When Word opens, you'll see there are already merge fields for address and signature information. Click below the salutation and type the body of your letter.

When you are ready to include a merge field, click on the Insert tab, and then select Quick Parts to see a small drop-down menu appear.
Select Field.
The Field Dialog will appear. On the right, you will see a list of possible field names, scroll down until you see "MergeField" and select it.
The Field Dialog will update with your change. In the top center, you will see a field labeled "Field name:" Type in the correct field name exactly as it appears in the list of automatic merge fields.*
Then click OK.
Your new merge field will be inserted into the document.
Repeat steps 1-6 for each additional merge field you'd like to include.
After completing the document, save and close Word.

Finish your form letter as you normally would by updating the letter and changing the letter status from draft to final.

*Here is a list of the automatic merge fields and their descriptions:

Merge Field	Description
ActivityID	ID number associated with an activity
ActivityType	Internal field that is a numerical value for the type of activity (correspondence, casework activity, etc).
ActivityCategory	Category applied to an activity
ConstituentID	ID number associated with a constituent
OrganizationID	ID number associated with an organization
ParentID	ID number associated with a parent record (i.e., parent Case, Flag, or Tour record)
EmailID	ID number associated with an email address
AddressID	ID number associated with a physical address
HouseholdID	ID number associated with a household
OrganizationName	Organization's name field
Department	Department of an organization record
AssignedStaffID	ID of the assigned staff member
StaffPrefix	Assigned Staff member's Prefix
StaffFirst	Assigned Staff member's First Name
StaffMiddle	Assigned Staff member's Middle Name
StaffLast	Assigned Staff member's Last Name
StaffName	Assigned Staff member's First Name + Last Name
StaffFullName	Assigned Staff member's Prefix + First Name + Last Name
StaffSuffix	Assigned Staff member's Suffix
StaffStreet1	Assigned Staff member's street address
StaffCity	Assigned Staff member's city
StaffState	Assigned Staff member's state
StaffZip	Assigned Staff member's zip code
StaffTitle	Assigned Staff member's title
StaffLocation	Assigned Staff member's location
StaffEmailAddress	Assigned Staff member's email address
StaffHomePhone	Assigned Staff member's home phone
StaffCellPhone	Assigned Staff member's cell phone
StaffFax	Assigned Staff member's fax number
StaffWorkPhone	Assigned Staff member's work number
StaffWorkExtension	Assigned Staff member's work extention
Initials	Assigned Staff member's initials
Prefix	Constituent's Prefix
First	Constituent's First Name
Middle	Constituent's Middle Name
Last	Constituent's Last Name
Suffix	Constituent's Suffix
DateOfBirth	Constituent's Date of Birth
CwConstPrefix	The casework constituent's Prefix
CwConstFirst	The casework constituent's First Name
CwConstMiddle	The casework constituent's Middle Name
CwConstLast	The casework constituent's Last Name
CwConstSuffix	The casework constituent's Suffix
CwConstPhoneNumber	The casework constituent's phone number
CwConstEmailAddress	The casework constituent's email address
CwConstDateOfBirth	The casework constituent's date of birth
CwCounty	The county associated with the case
CwOfficeLocation	The office location associated with the case
CwFileLocation	The file location associated with the case
CwClaimNumber	The claim number associated with the case
CwRelatedConstPrefix	The related casework contact's Prefix
CwRelatedConstFirst	The related casework contact's First Name
CwRelatedConstMiddle	The related casework contact's Middle Name
CwRelatedConstLast	The related casework contact's Last Name
CwRelatedConstSuffix	The related casework contact's Suffix
CwRelatedConstPhoneNumber	The related casework contact's phone number
CwRelatedConstEmailAddress	The related casework contact's email address
CwRelatedConstDateOfBirth	The related casework contact's date of birth
CwRelatedConstStreet1	Street 1 of the related casework contact's Mailing Adress
CwRelatedConstStreet2	Street 2 of the related casework contact's Mailing Address
CwRelatedConstStreet3	Street 3 of the related casework contact's Mailing address
CwRelatedConstCity	City of the related casework contact's Mailing Address
CwRelatedConstState	State of the related casework contact's Mailing Address (abbreviation)
CwRelatedConstStateName	State of the related casework contact's Mailing Address (spelled out)
CwRelatedConstZip	Zip code of the related casework contact's Mailing Address
CwRelatedConstCsz	Full City, State, Zip String from the related casework contact's Mailing Address
CwRelatedConstCountry	Country of the related casework contact's Mailing Address
Salutation	Contact's Full salutation (e.g., Dear Mr. Smith)
Title	Contact's title
CarrierRoute	Mailing address's Carrier Route
CassLabel	Single line USPS CASS-formatted address block (used for envelopes to lower postage costs) - e.g., 1025 1ST ST SE APT 507 WASHINGTON DC 20003-5323
Street1	Street 1 of Mailing Adress
Street2	Street 2 of Mailing Address
Street3	Street 3 of Mailing address
City	City of Mailing Address
State	State of Mailing Address (abbreviation)
StateName	State of Mailing Address (spelled out)
Zip	Zip code of Mailing Address
Csz	Full City, State, Zip String from the Mailing Address
Country	Country of Mailing Address
LetterCode	The response letter's Letter Code
SigBlock	The signature block for response letters
EmailBlock	Internal field used to merge the signature graphic in the <<SigBlock>>.
DisclaimerText	String of plain text that can be stored in an Office Configuration to merge in some sort of disclaimer (e.g., this is not an official correspondence)
Organization	Organization's name field
DueDate	Activitiy's due date
DefaultEmailAddress	Contact's default email address
FaxNumber	Contact's fax number
FlyDate	Flag request's fly date
HomePhone	Contact's home number
Mobile	Contact's mobile number
OutType	Activitiy's out type
StaffEmail	Staff member's email address
Synopsis	Casework's Comments field
WorkPhone	Contact's work number
ActivityDescription	Correspondence activity description field
ActivityMessage	Correspondence incoming message field
The following user defined fields: CwUdftext1 CwUdftext2 CwUdftext3 CwUdfnum1 CwUdfnum2 CwUdfnum3 CwUdfDate1 CwUdfDate2 CwUdfDate3 ContactUdftext1 ContactUdftext2 ContactUdftext3 ContactUdfnum1 ContactUdfnum2 ContactUdfnum3 ContactUdfDate1 ContactUdfDate2 ContactUdfDate3	User defined fields vary by office. There are 9 for casework and 9 for contact records.

Articles in this section