After we have inserted our letterhead with the appropriate merge fields and the subject, now comes the point where the salutation is concerned.
Now you could just type in “Dear Sir / Madam”, but that looks rather unprofessional and is also impersonal. The problem now emerging is “How should Word know who man and who is a woman” and then adjust the salutation accordingly?
The solution is that we set rules for it. We do this (similar to Excel) with a “if – then – else” rule.
To do this, we go back to the “Shipments” tab and click on “Rules” and select “If … Then … Otherwise …”.
Here we can say: IF ANREDE = Mr. / THEN = Dear Mr. / OTHERS = Dear Mrs.
Of course, you can also extend this, which is especially useful if there is no specific contact person and, for example, you address an organization or a company.
Then you could set an additional rule that says: IF ANREDE = empty / THEN = Dear Sir or Madam, or IF ANREDE = Company / THEN = Ladies and Gentlemen. And the ELSE rule just leave blank.
So here you do not just have to rely on one single rule, you can set several.
See picture: (click to enlarge)