Situation:
You want to know how to perform a mail-merge with Word 2000.

Solution:
You can fax a mail merge document created in Microsoft Word 2000 to multiple recipients. To fax a mail merge you must have a mail merge source created in an active window.

NOTES:

• Before you attempt a fax/mail merge, you should familiarize yourself with how the Word mail merge works. For more information, see your Word documentation or the Microsoft Web pages.
• Older versions of WinFax PRO and TalkWorks PRO do not have macros for Office 2000. If you are using WinFax PRO 9.0 or TalkWorks PRO 2.0, update the program to WinFax PRO 9.03 or later, or TalkWorks PRO 2.03 or later. You can obtain the latest update by running LiveUpdate from the Help menu in the Message Manager.

Create the mail merge database in Microsoft Word 2000

1. Click the Tools menu in Microsoft Word, and then click Mail Merge. The Mail Merge Helper dialog box appears.
2. Under Main Document, click Create. Select Form Letters from the list. A Microsoft Word query dialog box appears.
3. Click Active Window. The Mail Merge Helper dialog box reappears.
   • If you already have a data source, such as a Microsoft Access database or an Excel spreadsheet, click Open Source, locate and select the source file, and then continue with step 10.
   • If you do not have an existing data source, under Data Source, click Get Data, and then select Create Data Source from the list. The Create Data Source dialog box appears
4. Remove and add field names in the Create Data Source dialog to create database headings.
   • To change the order of the fields, select the field and click the Move arrows.
   • You must add a field for fax number when merging to WinFax PRO/TalkWorks PRO.
5. Once the fields you intend to use are set up, click OK. The Save Data Source dialog box appears.
6. Select a folder and give the file a name. For example:
   
   Folder: My Documents
   File Name: MERGE.DOC
   
7. Click OK. A Microsoft Word query dialog box appears
8. Click Edit Data Source. A Data Form dialog box appears and displays the fields you created.
9. Fill in the appropriate recipient information. Click Add New to enter additional recipients.
10. Once you have finished entering recipients, click OK. A merge field toolbar appears above the Word document.

Set up the merge document in Microsoft Word 2000

1. Place the cursor where you want information from the database to appear in the Word document.
2. Click Insert Merge Field.
3. Select the appropriate database field from the list that appears. The field is placed into the Word document.
4. Repeat steps 2 and 3 for each merge field you want to have appear on the fax document. It is not necessary to send all the merge fields to WinFax or TalkWorks. Information that is common to all recipients, such as your company name or address, should be typed on the document itself.

NOTES:

• Styles are no longer used for the Word 2000 mail merge process. Merge fields may appear anywhere on the document and you can have multiple sections and page breaks.
• The fax number stored in the database source must have the appropriate area codes and long distance codes if required.

Send the merged document to WinFax PRO/TalkWorks PRO

1. In Word 2000, click Tools, and click WinFax Mail Merge. A WinFax Mail Merge Macro dialog box appears. If you see the message "The document is not an active mail merge source", then prepare a mail merge source or switch to an active window that contains a mail merge source before selecting WinFax Mail Merge from the Tools menu.
2. From the WinFax Mail Merge dialog box, select the appropriate Merge Field Names from the drop-down lists.
   • WinFax PRO/TalkWorks PRO requires a Fax Number and a Names field. All other Merge Field Names selections are optional.
   • You can specify a First and Last name if you are using separate merge field names. Both names will be sent to WinFax PRO/TalkWorks PRO. If the merge field contains both a First and Last Name, use the First Name or Names drop-down list only and set the Last Name drop-down list to None.
3. Merges can now be scheduled, held in the Outbox or sent at the off peak time you have configured in WinFax PRO/TalkWorks PRO. Select the appropriate Delivery method.
4. Click Attach if you want to attach additional documents to the merge document. You can attach FX?, TXT, DOC, and other files that have a Windows association.
5. Select the Cover Page (optional). The drop-down list will display all cover pages that are included with WinFax PRO/TalkWorks PRO. A fill-in text box will appear if you select a cover page.
6. If the selected cover page has a Subject field, enter the subject.
7. Uncheck the Send faxes using Fine resolution option if you want all your faxes to be transmitted in Low (100x200dpi) resolution. The default option is Fine resolution.
8. When you are ready to begin the Fax Merge process, click MERGE.

The macro now populates the merge fields with the data and opens a new window. This document is converted to a fax and the document window is closed. The process will repeat for each entry in the database. Faxes will be transmitted according to the settings you selected.

The phone number database used in the mail merge can be created within the mail merge procedure or can be linked to an existing file. Word can use the following types of files as sources for data: ASCII Text Files, Excel Spreadsheets, Schedule Plus Contact Lists, and Exchange Personal Address Book.

The phone information in the database must include the phone number, including the long distance or international access code (usually 1 or 011, respectively), and the area code, where required. WinFax PRO/TalkWorks PRO will not automatically add any long distance dialing codes. If a dial prefix is required, it must be enabled in WinFax PRO/TalkWorks PRO.