Note: If creating the merge document outside The Raiser's Edge in Microsoft Word, refer to How to use 'Dear Friend,' contact addressee, and primary addressee in the same letter when creating the merge letter in Microsoft Word.

In Mail:

  1. Ensure the contact is marked to print the organization name for the organizations in the mailing that do have contacts
  2. In the mail parameters on the Org. Address tab, select the option to Mail to Contacts in Step 1. In step 3, select Print specific organization address in the drop-down menu and select the appropriate address (probably Preferred Address). Otherwise, the organization prints with no address if no contacts exist.
  3. On the Fields to Include tab
    1. Keep all of the default fields
    2. Select Constituent Information, Key Indicator, as well as any other needed field
    3. Highlight Addressee/Salutation and click Options. Select Individual and the appropriate addressee/salutation, normally Primary Addressee in the first drop-down and [Full Name] in the second.
    4. Highlight Addressee/Salutation and click Options. Select Contact and the appropriate addressee/salutation, normally Primary Salutation in the first drop-down and [Full Name] in the second.
  4. Fill out the other tabs as appropriate and click Merge
  5. Select the appropriate options in the Mail Merge Wizard. When you edit the merge document in Word, add the appropriate text and merge fields. After the word Dear, add a formula:
    1. Click Insert Word Fields and select If...Then...Else
    2. In the Insert Word Field: If screen, select:
      • Key_Indicator for the Field Name drop-down menu
      • Equal to for the Comparison drop-down menu
      • Enter I in the Compare to field. Note: this is case sensitive.
      • Enter IND in the Insert this text field 
      • Enter ORG in the Otherwise insert this text field
      •  Click OK 
      • [For Word 2007 and 2010] Highlight IND.  Right click and select "Toggle Field Codes"
       

      Note: In order to proceed you need to be able to see the field codes in the document.  To view field codes in Word 2003, select Tools, Options, and on the View tab, mark the option to view field codes.

    3. Highlight the text IND, click Insert Raiser's Edge field and select Salutation.
    4. Highlight ORG and click Insert Word Field and select If...Then...Else.Note: If the Insert Word Field button is grayed out, click Save and return to RE7. In the Mail Merge Wizard, click Edit Document. When Word reopens, Insert Word field is now enabled. 
    5. In the Insert Word Field: If screen, select:
      • Organization_Name for the Field Name drop-down menu
      • Is not blank for the Comparison drop-down menu
      • Enter Contact in the Insert this text field
      • Enter Friend in the Otherwise insert this text field
      • Click OK 
    6. [For Word 2007 and 2010] Highlight the text Contact, right-click and select "Toggle Field Codes"
    7. Highlight the text Contact, click Insert Raiser's Edge field and select Salutation. 
  6. When you are finished adding any other fields and text that you normally add to the main document, click Save and return to RE7 and finish the merge.

In Export:
 
  1. Create a constituent export with the Blackbaud Simple Word Merge format
  2. Export the following fields for the salutation:

    Addressee/Salutation, Salutation - One the field is selected, highlight it and select Format. On the Organizations tab, select Leave Blank.
    Address, Address Processing, Contacts, Primary Salutation

  3. Click Edit merge document
  4. Place the cursor where the salutation should be
  5. Select Insert Word Field, If...Then...Else from the menu bar
  6. Select CnAdrSal_Salutation for the Field Name and Is Not Blank for the Comparison
  7. Enter a place holder, like Salutation in the Insert This Text field
  8. Enter a place holder, like Otherwise, in the Otherwise Use This Text field
  9. Click OK
  10. Press ALT+F9 on the keyboard to show the Word Merge statements if they are not already visible
  11. Highlight the first place holder. Select Insert Raiser's Edge Field, Addressee/Salutation, Salutation from the menu bar.
  12. Highlight the second place holder. Select Insert Word Field, If...Then...Else from the menu bar.
  13. Select CnAdrAdrProcCnt_Primary Salutation for the Field Name and Is Not Blank for the Comparison
  14. Enter a place holder, like Contact Salutation, in the Insert This Text field
  15. Enter Friend in the Otherwise Insert This Text box
  16. Click OK
  17. Highlight the remaining place holder. Select Insert Raiser's Edge Field, Address, Address Processing, Contact, Primary Salutation.
  18. Finish editing the letter
  19. Click Save and Return to RE7 to Merge
  20. Click Merge Now
  21. Select where to save the merged letter and type a name for the file
  22. Click Save

OR

  1. Create a constituent attribute called 'No Contact Name' with a data type of Yes/No and only allow one per record marked
  2. Globally add this attribute, with a description of Yes, to a query of organizations with no contacts.
  3. In the export parameters, include the attribute on the Output tab, along with all other fields needed for the mail merge. Send to Mail Merge Wizard.
  4. Select a conditional mail merge, select the conditional field and click Create New Document.
  5. Enter the conditional merge statement and click Edit Document
  6. Once in Word, create an If...Then...Else statement for the salutation
    • Select Insert Word Field, If...Then...Else
    • Select the attribute category as the field name and Is blank for the Comparison
    • Click OK
  7. Check the option to see field codes
  8. Between the middle quotations, type Friends or whatever you want the generic salutation to be
  9. Place the cursor between the final set of quotes and select Insert Raiser's Edge Field and select the Salutation field
  10. Click Save and Return to Raiser's Edge