How to: Merge documents to electronic mail or fax.
Solution:
Make main document active and select the 'Tools' menu and select 'Mail Merge...'. Click 'Query Options', then click 'Merge' in the 'Mail Merge Helper' dialog box and select the desired electronic message system from the 'Merge To' box.
NOTE: The main document MUST be in the active window BEFORE beginning this procedure.
1) Select the 'Tools' menu and select 'Mail Merge...'. (The Mail Merge Helper dialog box appears.)
Mail Merge Helper
2) To merge ONLY data records that contain an electronic mail address or fax number, choose the 'Query Options...' button from the 'Merge The Data With The Document' section. (The Queries Options dialog box appears.)
3) Click the 'Filter Records' tab.
4) Select the name of the data field that contains the address or fax number of the recipient from the 'Field' drop-down list box.
5) Select 'Is Not Blank' from the 'Comparison' drop-down list box.
6) Click 'OK'. (The Mail Merge Helper dialog box appears.)
Mail Merge Helper
7) From the 'Merge the Data with the Document' group choose the 'Merge...' button. (The Merge dialog box appears.)
8) Select the desired electronic message system from the 'Merge To' drop-down list.
9) Click 'Setup' from the 'Merge' dialog box.
10) Select the data merge field that contains the electronic mail address or fax number from the 'Data Field With Mail/Fax Address' drop-down list box.
NOTE: Word inserts the document in the mail or fax message as unformatted text.
11) (Optional) To preserve the format of a merged document transmitted by electronic mail or fax, check the 'Send Document As An Attachment' check box.
12) (Optional) To include a subject line enter the text in the 'Mail Message Subject Line' box.
13) Click 'OK'.
14) Click 'Merge' from the 'Merge the Data with the Document' group in the 'Merge' dialog box.
Mail Merge Helper
NOTE: Word creates a new document that contains one complete copy of the main document for each record in the data source, with data from the data source substituted for each merge field. The merged copies are separated from one another by section breaks.
