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Text File | 1994-11-16 | 3KB | 37 lines

Creating a merge document is like creating an individual document, except that you specify multiple Contacts instead of just one.

To create a merge letter or fax:

1. Select the Contacts to whom you want to send the merge letter or fax. You can either select the Contacts in the List View, or reduce the contents of the List View to the desired recipients of the document by using the Find function. (When sending the document to all Contacts in one or more Categories, use QuickFind.)

At print time, choose to send a merge document to all marked Contacts, or to all the Contacts in your Contact File. If you plan to use either of these options, it doesn't matter which Contacts are selected or listed.

2. Choose New from the File menu, or click the New Document button. A dialog box opens where you select the new file type that you want to create.

3. Click the Letter or the Fax icon. The icon becomes highlighted.

4. From the Template pop-up menu, choose the Template for the letter or fax. This pop-up menu displays all the available Templates for the selected document type, including any that you created using the Template Editor. To create a document without any preset formatting specifications, choose Blank Page (the default option).

5. Click OK. The Now Contact Word Processor opens. If you selected a Template that already contains merge fields, they appear in your document.

6. Insert any additional text or merge fields into the document, as desired.

The document may be based on a form letter Template where you don't need to add anything, or contain only the recipient's name and address at the top. Add text as necessary, as you would in any word processor.

To insert a merge field, position the cursor, then choose the desired merge field using the Compound Merge Field or Merge Field buttons.

7. Preview your merge document with actual Contact data, if desired. To do this, click the Preview button. The merge fields are replaced by actual data from the selected Contact or the first Contact in the current list. Click the Previous Contact or Next Contact buttons to move through the Contacts in the current list and see how their information will look in the final merge document.

You can't edit your merge document in Preview mode. To resume editing the document, click the Preview button again.

8. When you finish working on your document or you want to save your work, choose Save from the File menu or click the Save button in the Toolbar. A standard directory dialog box appears, allowing you to name your document and choose a location for storing it on your hard disk. The dialog box also includes a pop-up menu for choosing the file type of your saved document.

9. Choose Now Contact 3.0 or Text from the File type pop-up menu.

•    Saving the document as a Now Contact 3.0 file makes it accessible within Now Contact's Word Processor.

•    Saving it as a text file enables you to open it with any word processor. NOTE: Saving your document as a text file removes any special formatting or styles you applied in Now Contact's Word Processor.

10. Enter a name and choose a location for the document, then click Save. Now Contact saves the document.

11. Close the Word Processor by clicking its Close box, or by choosing Close from the File menu.