Siebel Correspondence, Proposals, and Presentations Guide > Correspondence >

Creating Correspondence Templates in Microsoft Word (Admin and End User)

There are a number of starting points for creating a correspondence template in Microsoft Word:

• An existing Microsoft document, for example a company form letter. (Make sure that the document does not contain any merge fields not defined in SIEBEL.HTML, or any code, or any macros.)
• A new, blank Microsoft Word document.

Two procedures are given in the following section: one for Microsoft Word 2000 and one for Microsoft XP. Both procedures explain how to add merge fields (defined in the SIEBEL.HTML file) to Microsoft Word documents.

This task is a step in Process of Setting Up and Using Correspondence.

To create a template and add merge fields in Microsoft Word 2000

1. Copy the current version of the SIEBEL.HTML file to your local hard drive, for example, to the My Documents directory.
2. In Microsoft Word, create a new document or open the document that you want to use as the starting point for your correspondence template.
3. From the Tools menu, choose Mail Merge.
4. In the Mail Merge Helper dialog box, click Create > Form Letters. (Or, if you are creating a label template, choose Create > Mailing Labels.)
5. Click Active Window to use the current document.
6. In the Mail Merge Helper dialog box, click Get Data > Open Data Source and open the SIEBEL.HTML file.
7. Close the Mail Merge Helper dialog box.

   If the template file does not yet contain merge fields, an information box states this. Click Edit Main Document in the box.

8. Add and edit the text in the document as required.
9. Add merge fields as required:
   1. Position the insertion point where you want the merge data to appear.
   2. Click the Insert Merge Fields button and insert the appropriate merge field.
10. When you have finished adding merge fields, exit from mail merge mode:
    1. Click the Mail Merge Helper button on the Mail Merge toolbar.
    2. In the Mail Merge Helper dialog box, click Create > Restore to Normal Word Document.

       CAUTION:  If you do not restore the document to normal mode, the Document Server can hang when correspondence is generated.

    3. Click Yes to continue.
    4. Close the Mail Merge Helper dialog box.
11. Save the file with a .doc extension and close.

To create a template and add merge fields in Office XP

1. Copy the current version of the SIEBEL.HTML file to your local hard drive, for example, to the My Documents directory.
2. In Microsoft Word, create a new document or open the document that you want to use as the starting point for your correspondence template.
3. From the Tools menu, choose Letter and Mailings > Show Mail Merge Toolbar.
4. In the toolbar, click the Main document setup button.
5. In the Main Document Type dialog box, select Letters. (Or, if you are creating a label template, select Labels.)
6. On the Mail Merge toolbar, click the Open Data Source button and open the SIEBEL.HTML file.
7. Add and edit the text in the document as required.
8. Add merge fields as required:
   1. Position the insertion point where you want the merge data to appear.
   2. Click the Insert Merge Fields button and insert the appropriate merge field.
9. When you have finished adding merge fields, click the Main document setup button on the Mail Merge toolbar and, in the Main Document Type dialog box, select Normal Word Document.

   CAUTION:  If you do not restore the document to normal mode, the Document Server can hang when correspondence is generated.

10. Save the file with a .doc extension and close.