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Creating or Editing a Template with Microsoft Word

These instructions assume that you have exported data to the Exported Data file for the template you are creating or editing, and have opened that template in Microsoft Word. If you have not done this, see the Preparing Export Data and Merge Templates for more information.

Word templates are different from standard Word documents. When you open a Word template (from within Word or by double-clicking the file), Word makes a copy of that template and then opens that copy for you to edit as if it was a regular Word document. This allows you to edit the document without modifying the actual template. However, when you actually do want to edit the template, you need to open it differently, which is described below.

  1. If you are editing an existing template, open the merge template in Microsoft Word. If you are creating a new template, simply open Word and go on to step 2.
    To open the existing template, right-click on the template file name and choose Open.

    2. You must open it this way rather than opening it from within Word or by double-clicking the file. Since you do want to modify the actual template in this case, you must open the template by right-clicking on the template file.

    If you are not the last person who edited this template, you may get a message saying "Opening this document will run the following SQL command: … Do you want to continue?" If so, click Yes. Continue and then use the Mail Merge wizard to set the data source to your Exported Data file. Once you have done this, you can edit the template.

    After Word opens, to make sure you are editing the actual template, look in the Word title bar for the name of the document you are editing. If the name is followed by .dotx, you are editing the template.

  2. If the Mail Merge wizard does not appear in the right margin of your template document, in Word open the Mailings tab, then click Start Mail Merge, then choose Step by Step Mail Merge Wizard ….

    If you are modifying an existing template, skip to step 6.
  3. Choose the type of template you wish to create from the Select document type list in the Mail Merge wizard.
    You are given the following choices. Select the one that most closely describes the template you are creating.
  4. Click Next: Starting Document at the bottom of the Mail Merge wizard (Step 1 of 6).
    Depending on what document type you chose, you are presented with some options on how to customize the document. For example, if you choose Envelopes, you will see options about customizing those envelopes.
  5. In Select starting document (Step 2 of 6), choose Use the current document when creating new templates.

    6. If you are presented with an option at this time to select a template, do not choose it. This does not refer to a Keystone template. You should use the existing document you are creating.

  6. Click Next: Select Recipients at the bottom of the Mail Merge wizard.
  7. Select the recipients.  
    If you are creating a new template from scratch, the only option provided under Use an existing list is Browse... Click Browse... to open the Select Data Source screen. Browse to the location of the Exported Data file and open it.

    If you are modifying an existing template, click Select a different list and use the Select Data Source screen to browse to the Exported Data.csv file. This ensures that you are properly connected to the Exported Data file.

    8. Even if Use an existing List says "Currently, your recipients are selected from: 'Exported Data.csv'", you need to click Select a different list…, which will open the Select Data Source screen, and re-select your Exported Data.csv file so you have the option of editing the recipient list.

    Select Text Files from the Files of Type drop-down list, then click on My Documents and browse to My Documents\MoreThanData\Exported Data.csv. When you select the Exported Data.csv file, the Mail Merge Recipients window appears.

  8. Edit the recipient list (Step 3 of 6).
    Since Keystone can export all of the necessary data for several different letters at the same time, you can use the Mail Merge Recipients window to select which records this letter should use.

    If you are creating or editing a Labels and Export Data template, close this window and go to step 9.

    If you are creating or editing an Automated template, you need to make sure the letter number (assigned here in the Letter column) is correct for this template. The letter number you assign to this template in Keystone and the letter number assigned to the template here in the Letter column must match. If they do not, you need to edit the Letter number in the following way.
    1. Click the down arrow next to Letter.., and select (All) to show all of the exported records.
    2. Click the same down arrow in the Letter... column and select the number you want for the letter.
      For example, if your new letter is letter 7, this sets this template to use only the records with a letter number of 7.
    3. Click OK.
    4. Click Next: write your letter at the bottom of the Mail Merge wizard.
  9. Create or modify the body of your document template as needed (Step 4 of 6).
    Click the Insert Merge Field button to display the Insert Merge Field window. This window allows you to insert the fields available in the Exported Data file into the document.
  10. Verify that the merge data from Keystone and not the merge field names are being displayed in the document (Step 5 of 6).  
    If you just see the merge field names in your document and not the actual data from Keystone, click the Preview Results button. This is important so that when you use your templates with Keystone, they show the data you want and not just the field names.
  11. Save and close the template. 
    Templates should be saved with a .dotx at the end of their filename.

    If the template you just created is a Labels and Export Data template, save this in your Labels and Export Data folder in your Templates folder.

    If the template you just created is an automated template, save it in the related folder in the Templates folder.