EventPro Software User Manual

1.When you first go to the Mail Merge tab in the Word Processor, the names of the merge fields will be displayed.

However, you need to see the Field Codes in order to add a switch.

2.Click Show All Field Codes in the top navigation ribbon.  

This will display the full Field Codes, which are typically longer and more detailed than the field names.

3.You can now type the format switch characters into the field code.

The field codes typically take the format {MERGEFIELD Table.Field}.  As you will note in the example, the format switch is usually entered between the field name and the right-hand } bracket.

There are a few different types of switches you can use, although they all begin with a backslash \.

The topics below will explain how these switches, combined with certain words or format items, will change the display of merged data in different ways.

•Format field switch:   \*

The Format field switch determines how field results will be displayed.

oCapitalization

oCardinal Text

oOrdinals

oRoman Numerals

•Date-Time format switch:   \@

The Date-Time format switch determines how a date and/or time result will be displayed.

oDate-Time Formatting

•Numeric format switch:   \#

The Numeric format switch determines how a numeric result is displayed.

oNumber Formatting

These capitalization switches determine which letters in the merged data field will be capitalized.  

They are formed by combining the Format field switch \* (backslash asterisk) with a given word. You then place the switch inside the right bracket surrounding the merge field code.

In our example, we will use the Event Name field.

•The event name, as entered in the event screen: Professional financial conference

•The field name: <<Event.Eventname>>

•The default field code: {MERGEFIELD Event.EventName}

Leave a space behind the end of the field name, EventName, and insert the selected switch in front of the right-hand } bracket.

•\* Caps    

oThis switch capitalizes the first letter of each word.

oField code with switch: {MERGEFIELD Event.EventName \* Caps}

oDisplay result: Professional Financial Conference

•\* FirstCap    

oThis switch capitalizes the first letter of just the first word.

oField code with switch added: {MERGEFIELD Event.EventName \* FirstCap}

oDisplay result:  Professional financial conference

•\* Upper    

oThis switch capitalizes all letters.

oField code with switch added: {MERGEFIELD Event.EventName \* Upper}

oDisplay result:  PROFESSIONAL FINANCIAL CONFERENCE

•\* Lower    

oThis switch capitalizes none of the result; all letters are lowercase.

oField code with switch added: {MERGEFIELD Event.EventName \* Lower}

oDisplay result: professional financial conference

•Some examples of Field Codes:

•Merged Data:

This switch displays results in cardinal text: \* CardText

Cardinal text formatting means the number is displayed as words, e.g. six hundred, instead of 600.

In our example, we will use the Event Duration field.

•The field name: <<Event.EventDuration>>

•The default field code: {MERGEFIELD Event.EventDuration}

•Default field result: 4

Leave a space behind the end of the field name, EventDuration, and insert the selected switch in front of the right-hand } bracket.

•Switch:   \* CardText  

oField code with switch: {MERGEFIELD Event.EventDuration \* CardText}

oDisplay result: four

•The result will be formatted in lowercase letters unless you add a format switch to specify different capitalization.

For example, we will add the \* Caps switch (capitalize the first letter of each word) behind the \* CardText switch, still inside the right-hand } bracket. Leave a space between the \* CardText and \* Caps switches.

oField code with switch: {MERGEFIELD Event.EventDuration \* CardText \* Caps}

oDisplay result: Four

•Remember that if the resulting number has multiple words, the \* Caps and \* FirstCap switches will have different effects.

oNumeric result: 650

oResult using \* CardText and \* Caps: Six Hundred Fifty

oResult using \* CardText and \* FirstCap: Six hundred fifty

•Some examples of Field Codes:

•Merged Data:

There are two different ordinal switches, allowing you to display numeric results (1, 2, 3) as ordinal text (first, second, third) or ordinal Arabic numbers (1st, 2nd, 3rd).

In our examples, we will look at the Event Date From field.

•The field name: <<Event.EventDuration>>

•The default field code: {MERGEFIELD Event.EventDuration}

•Default field result: 4

Leave a space behind the end of the field name, EventDuration, and insert the selected switch in front of the right-hand } bracket.

•Switch:   \* OrdText

oThis switch displays the numeric result as ordinal text, formatted in lowercase letters unless you add a format switch to specify different capitalization.

oField code with switch: {MERGEFIELD Event.EventDuration \* OrdText}

oDisplay result: fourth

•Switch:   \* Ordinal

oThis switch displays the numeric result as ordinal Arabic numerals.

oField code with switch: {MERGEFIELD Event.EventDuration \* Ordinal}

oDisplay result:  4th

•Some examples of Field Codes:

•Merged Data:

This switch formats a numeric result in lower case Roman numerals (vii): \* roman

This switch formats a numeric result in upper case Roman numerals (VII): \* ROMAN

In this example, the Contract Required By Date is displayed in regular numbers, but the Year has been pulled out into a separate merge field and formatted with the Roman numeral switch.

•Field Codes:

•Merged Data:

The Date-Time format switch determines how a date and/or time result will be displayed: \@

You can combine the Date-Time format switch with various date and time instructions - plus text, punctuation and spaces - to build the date/time format you want.

•Month (M)

The letter M must be uppercase for representing months, as lowercase m is used for minutes.

oExample Month: August

oM    

▪Displays the month as a number, without a leading zero for single-digit months.

▪Example: 8

oMM    

▪Displays the month as a number, including a leading zero for single-digit months.

▪Example: 08

oMMM    

▪Displays the month as a three-letter abbreviation.

▪Example: Aug

oMMMM    

▪This format item displays the month as its full name.

▪Example: August

•Day (d)

The letter d represents the day of the month or the day of the week, depending on how many d's are in the sequence.

The letter d can be uppercase or lowercase.

oExample Day: Wednesday, the 2nd day of the month

od    

▪Displays the day of the month as a number, without a leading 0 (zero) for single-digit days.

▪Example: 2

odd    

▪Displays the day of the month as a number, including a leading 0 (zero) for single-digit days.

▪Example: 02

oddd    

▪Displays the day of the week as a three-letter abbreviation.

▪Example: Wed

odddd    

▪Displays the full name of the day of the week.

▪Example: Wednesday

•Year (y):

The letter y can be either uppercase or lowercase.

oExample years: 2001 and 2016

oyy    

▪Displays the year as the last two digits of the year, including the leading 0 (zero) for single-digit years.

▪Example: 01

▪Example: 16

oyyyy    

▪Displays the year as four digits.

▪Example: 2001

▪Example: 2016

•Hours (h or H)

A lowercase h uses the 12-hour clock.

An uppercase H uses the 24-hour clock.

oExample hours: 8 am and 5 pm.

oh or H

▪Displays the hour without a leading 0 (zero) for single-digit hours.

▪h example: 8 and 5

▪H example 8 and 17

ohh or HH    

▪Displays the hour including a leading 0 (zero) for single-digit hours.

▪hh example: 08 and 05

▪HH example: 08 and 17

•Minutes (m)

You must use lowercase m for minutes, since the uppercase M is used for months.

oExample minutes: 2

om    

▪Displays minutes without a leading 0 (zero) for single-digit minutes.

▪Example: 2

omm  

▪Displays minutes including a leading 0 (zero) for single-digit minutes.

▪Example: 02

•Seconds (s)

oExample seconds: 4

os    

▪Displays seconds without a leading 0 (zero) for single-digit seconds.

▪Example: 4

oss    

▪Displays seconds with a leading 0 (zero) for single-digit seconds.

▪Example: 04

•AM/PM or am/pm

The symbols used for AM and PM are determined by the Regional Settings of your computer's operating system.

oam/pm or AM/PM  

▪Displays AM/PM as uppercase

•Text and Characters

oYou can add text into the formatted date/time field by enclosing the text in single quotation marks.

oSome characters can go directly into the formatted date/time without single quotation marks such as a colon (:), a hyphen (-), a space, parentheses (), and an asterisk (*).

•Quotation Marks around Date-Time Formats

oYou do not need to use quotation marks (" ") around simple date-time formats without spaces or text.

▪e.g. \@ MMM/yy

oFor more complex date-time formats, and for those including spaces or text, you should enclose the entire date-time format in quotation marks.

▪e.g. \@ "dddd, MMMM dd, yyyy 'at' h:mm am/pm 'CST'"

•Some examples of Field Codes:

•Merged Data:

The Numeric format switch determines how a numeric result is displayed: \#

You can combine the Numeric format switch with various format items to create the displayed result you want.

These are some examples of the most commonly used format items:

•0 (zero)

oDetermines how many numeric places to display, and displays a 0 (zero) if there is no digit in a place.

▪\* 0.00 will display 9.00

▪\* 00.00 will display 09.00

•# (number sign)

oDetermines how many numeric places to display, and displays a space if there is no digit in a place.

▪\# $### will display $ 25

•x (lowercase "x')

oTo the left of the decimal point, it will drop digits to the left of the "x" placeholder.

oTo the right of the decimal point, it will round the result to the "x" placeholder.

▪\# 00.0000x will display 54.54545

▪\# 00.00x will display 54.545

•. (decimal point)    

oDetermines the decimal point position.

•, (comma - the digit grouping symbol)

oGroups the resulting number in series of three digits.

▪\# $,0.00 will display $1,225,220.00 and $1.00

▪\# $,00.00 will display $1,225,220.00 and $01.00

▪\# $0.00 will display $1225220.00 and $1.00

•- (minus sign)    

oAdds a - (minus sign) to a negative result. If the result is positive or 0 (zero), it will simply add a space.

•+ (plus sign)    

oAdds a + (plus sign) to a positive result, and a - (minus sign) to a negative result. If the result is 0 (zero), it simply adds a space.

•Text and Characters

oSome characters can go directly into the formatted date/time without single quotation marks, such as the dollar sign ($), percentage sign (%), parentheses () and asterisk (*).

oText can be added into the formatted numeric format switch for some fields.

•Different formatting for positive, negative and zero results:

oYou can define different number formats for positive, negative and zero results, by separating the formatting with a semicolon.

▪\# "$,0.00;-$,0.00" will display $4,000.00 for a positive result and -$4,000.00 for a negative result.

▪\# "+$,0.00;($,0.00)" will display +$4,000.00 for a positive result and ($4,000.00) for a negative result.

▪\# "$,0.00;$,0.00* Credit Owed" will display $4,000 for a positive result and $4,000* Credit Owed for a negative result.

▪\# "$,0.00;-$,0.00;$0.00" would display $4,000.00 for a positive result, -$4,000.00 for a negative result, and $0.00 for a zero result.

▪\# "$,0.00;-$,0.00;0 (zero)" would display $4,000.00 for a positive result, -$4,000.00 for a negative result, and 0 (zero) for a zero result.

oNOTE: You do not need to add quotation marks around simple numeric formats without spaces, but you should put quotation marks around more complex numeric formats.

•Some examples of number formatting Field Codes:

•Merged Data: