1. In Configuration, click Addressees/Salutations.
  2. To add a new addressee/salutation to the end of the list, click New Add/Sal. To move the new addressee/salutation to another location in the list, highlight it and click Up until it is in the desired location.
  3. In each row of the Field Name column, select the appropriate field value. For example:
    • To create the template for Mr. and Mrs. Smith to be selected on men's records, select the fields:
      • Title 1
      • and
      • Spouse Title 1
      • Last Name
    • To create the template for Mr. and Mrs. Smith to be selected on women's records, select the fields:
      • Spouse Title 1
      • and
      • Title 1
      • Last Name
        Note: The preview in the Addressees/Salutations list shows Mrs. and Mr. Smith. However, the salutation is just a template so you can select the correct option on women's records.
    • To create the template for Mr. and Mrs. William H. Smith to be selected on men's records, select the fields:
      • Title 1
      • and
      • Spouse Title 1
      • First Name
      • Middle name (Mark the Initial checkbox in this row.)
      • Last Name

      New Addressee/Salutation screen

    • To create the template for Mr. and Mrs. William H. Smith to be selected on women's records, select the fields:
      • Spouse Title 1
      • and
      • Title 1
      • Spouse First Name
      • Spouse Middle Name (Mark the Initial checkbox in this row.)
      • Spouse Last Name
        Note: The preview in the Addressees/Salutations list shows Mrs. and Mr. Margaret A. Smith. However, the salutation is just a template so you can select the correct option on women's records.

    Note: To add new values to the Field Name columns, such as Friend or -, enter the value in the appropriate row and press Tab. When prompted to confirm whether the value should be added, click Yes.
    For more information on the complete list of merge fields for The Raiser's Edge, see What merge fields are available when creating new Addressees/Salutations? 

  4. In the Initial, Comma, Cond, Hard Brk, Concat, and Smart columns, mark the appropriate formatting styles. (For more information, refer to the Additional formatting options section below.)
  5. Preview the new addressee/salutation in the Preview field at the bottom of the Addressee/Salutation screen.
  6. Click Save and Close.

Additional formatting options:

Initial:
Mark this checkbox to have the corresponding entry appear as an initial (J. Doe rather than John Doe). For example, to make a constituent's middle name appear as an initial followed by a period, select the Middle Name row, then mark the checkbox under the Initial column.
 
Comma:
This option inserts a comma before the field noted on this line. If you want to see "Simpson, Michael", mark Comma on the First Name row.
 
Cond:
Conditional break truncates at the point where the conditional break is placed if the addressee/salutation is too long. This option is useful for long addressees. For example, if you have a couple with different last names, the addressee/salutation may be too long to fit on one line of a label. The program breaks the addressee/salutation after the field with the marked checkbox. To make a line break after "and" select the "and" row and mark Cond. If the addressee/salutation can fit on one line, the program does not make the line break after "and."
 
Hard Brk:
Hard break automatically truncates the addressee at the point where it is placed. This is helpful for addressee/salutations that have two names, such as John Doe and Jane Smith.
 
Concat:
Concatenate removes spaces after fields. This is particularly useful when a constituent name is hyphenated, such as Jane Smith-Doe. For example, with an addressee of "Mrs. Margaret Adams - Smith", when you select the concatenate option for Spouse Last Name and hyphen, the space after each of these fields is removed. This results in an addressee of "Mrs. Margaret Adams-Smith."
 
Smart:
This option removes user-defined fields if the field after the user-defined field is empty. If you use the smart option for Mrs. (i.e. Spouse Title 1) in Mr. and Mrs. Doe, a constituent who does not have a spouse would come out as Mr. Doe -- rather than Mr. and Doe.

Note: The conditional and hard break options are available only for printing in Mail.