Using The Mail Merge Toolbar - Pitney Bowes DocuMatch Integrated Mail System Application Notes

Setting Up and Running Merges with MS Word for Windows,
continued
Using the Mail
Merge Toolbar
DocuMatch Integrated Mail System
TM
a DOC file before Word will accept it as a data source.
To set up the merge and define the data file:
1. Choose Tools/Mail Merge from Word's menu bar. This
brings up the Mail Merge Helper. Follow Step 1 to
create a Form Letter main document, then choose Get
Data. If the first record of your data file does not con-
tain the names of the fields, choose Header Options to
define them.
2. Now choose Open Data Source to specify the merge
file. Check the Confirm Conversions box to verify that
Word is using the expected conversion routine.
3. Choose Text Files in the Confirm Data Source dialog.
Word checks the file to determine its format and if
necessary displays a dialog for you to verify the delimit-
ers.
Once the data source has been opened, you can proceed
to add the merge fields to your document. This is done
using the Insert Merge Field button on the Mail Merge
toolbar. To see what your document will look like after
merging, click the button marked ABC on the toolbar. You
can use the arrow keys on the toolbar to check the appear-
ance of different documents. You can also go to a particu-
lar record by entering its number on the toolbar. To find a
particular record in the data base, click on the button with
the binoculars and specify the field to search and the data
to look for.
When your document is set up, you can do a trial merge by
clicking the Check for Errors button (with the document
and check mark on it) in the Mail Merge toolbar. This will
run through all your data and notify you of any improperly
formatted records.
DocuMatch Application Notes
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