Mail Merge
From:
Main Menu
Mail Merge enables you to print multiple documents based on a template (a .dot)
file, and a
query
. Some sample .dot files are in the MailMerge subdirectory of your
installation directory (very likely to be c:\SatTracker\MailMerge).
NOTE:
you cannot open a .dot file by double clicking on it from the windows
explorer. You have to open the .dot file from within Microsoft Word.
Otherwise, Word creates a new document using the template file.
The technique here is to relate fields in a query with bookmarks in a document.
You can add a bookmark from the Word 'Insert' menu. This is also the way you
can see what bookmarks you have defined. Unfortunately, the bookmarks make the
document look messy. You can make them invisible by selecting "Tools:Options"
and deselect the check box for bookmarks. Give your bookmarks meaningful names
so it is easier to relate them to the fields. You can keep a copy of Word open
while you work on the Mail Merge Definition.
If the mail merge doesn't work, the most likely explanation is that either a
bookmark name or a field name have been misspelled. Check them carefully.
NOTE:
Move the cursor over the picture of the form. When you see the little hand
thingy
appear, you can click on the item to get more information!
Definition Name:
The name of the mail merge definition. This can be any name you want.
Query Name:
The name of the query that will be the record source for the mail merge. The
drop-down list defaults to queries starting with USER_DEFINED; which is the way
queries are saved when you make them using the
Query Builder
. If you created the query yourself, you can always enter or paste the name of
the query you wish to use. You are not restricted to using names in the
drop-down list.
Document Name:
The name of the .dot file with the bookmarks.
Field Name:
The name of the field from the query. The drop-down list contains field nthe
query you specified under 'QueryName'.
Bookmark Name:
The name of the bookmark within the document where the field from the query
is inserted.
First Record:
Move to the first mail merge definition.
Prev Record:
Move to the previous mail merge definition.
Next Record:
Move to the next mail merge definition.
Last Record:
Move to the last mail merge definition.
Add Definition:
Start a new, blank mail merge definition.
Delete Definition:
Delete the entire current mail merge definition.
Merge It:
Press this button to run the query, then paste values from the query into the
document using the field name / bookmark name relations you specified. The
Mail Merge Commit
form pops up after you press the Merge It button.
Close:
Closes this form.
Hand Thingy:
See? It really works!!
Have Questions? Email Us !
Copyright Mathes Future Products, 2000, all rights reserved
Page last updated: Wednesday, July 19, 2000