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About FaxMerge

About FaxMerge

The FaxPress Enterprises FaxMerge feature lets users generate the fax equivalent of form letters. WithFaxMerge, users create a template document with fields for recipient and fax number information. Thistemplate document can then be merged with a data source (e.g., an ASCII file, another Word document, anExcel spreadsheet or a dBase database.) This allows users to send what appears to be one personalized document to many recipients.

To become available, the FaxMerge feature must first be installed from the FaxPress Enterprise client.

Required ODBC Data Sources and Drivers

The following data sources and the ODBC drivers are required for FaxMerge operation:

Excel Spreadsheet Microsoft Excel Driver

Access Database Microsoft Access Driver

Text or CSV file Microsoft Text Driver

dBase file Microsoft dBase Driver

Adjusting Microsoft Security Settings

Before installing, make sure your Microsoft Security settings are set to Medium or low rather than High , byopening a Word document and going to Tools> Macro>Security .


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Installing FaxMerge

To install FaxMerge, follow these steps:

1. To open the FaxMerge installation doc, go to Start>Programs>FaxPress>Microsoft Office Sup-port>Install FaxMerge.

2. Click Enable Macros if prompted.

3. In the MailMerge.doc Word document, click the Install FaxPress Mail Merge Link .


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Installing FaxMerge

4. Click OK .

Installation Tip

If you get a runtime 4149 error, or if the VB script shows, follow these steps:

1. Do a search on your current drive for Normal.dot file and write down the path to it.

2. With your Windows Explorer browse to your Program Files>Castelle>FaxPress>Third Party>MSOffice Utilities . Under this path you will find the file named MailMerge.doc . Copy this file to thelocation where you found the Normal.dot file.

3. Go through the FaxMerge installation again.


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Using FaxMerge with Microsoft Word/Office 2000, XP and 2003

Before beginning this section make sure youve already installed FaxMerge. See Installing FaxMerge onpage 18-4 for more information.

With Microsoft Word/Office 2000, XP and 2003, the MailMerge wizard will take you through the stepsinvolved in using FaxMerge. These steps include:

1. Creating a data source that includes recipient information, i.e., names, fax numbers, etc.

2. Using MailMerge to create a Main document.

3. Attaching a data source to your MailMerge document.

4. Inserting the fields into the Main document.

5. Faxing merged documents.

Creating a Data SourcePossible data source database types can include Access, Text, CSV and dBase files. The example used hereis an Excel file with simple entries. After creating the file, save it in an easily accessible location. Youll beretrieving it later when you merge your documents.


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Using FaxMerge and the MailMerge Wizard

To use FaxMerge, follow these steps;1. Open MS Word and click on Tools>Configure FaxPress Login.


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2. In the FaxPress Server Login dialog box, choose a FaxPress Enterprise Server to log in to, enter aUser Name and Password, and click Login.


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3. Select Tools>Letters and Mailings>MailMerge Wizard .


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4. Make sure the Letters radio button is selected and click Next: Starting document button.


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5. Next, select the Use the current document radio button and then click Next: Select recipients .


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6. Leave the Use an existing list radio button selected and click Browse to open the Select DataSource window. Open the data source you created in Creating a Data Source on page 18-6 and click Next .


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7. In the Select Table window, click OK .


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8. The Mail Merge Recipients window allows you to select recipients for your merged document. Usethe Select All button and click OK , or specify individual recipients. .[


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9. Next, make sure the name of your data source file appears as the existing list from which the recipi-ents will be drawn.


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10. Next, to insert the merge fields, click on the icon to the left of the Insert Word Fields button. Thename of this icon is Insert Merge Fields. The icons description will appear after you move your mouse over the icon.


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11. In the Insert Merge Field dialog box, make sure the Database Fields radio button is selected.


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12. The fields that appear in the Insert Merge Fields dialog box correspond to the fields in your Exceldata source file. Select the fields from your data source that youd like to add to your Word docu-ment, and click Insert .


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13. After youve finished inserting the fields, Close the Insert Merge Fields dialog box and in the Step 3of 6 section, click Next: Write your letter .


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14. Write the text and edit your document. Merged documents are faxed without a cover page. To includea cover page, edit the first page of the document to be the cover page.


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15. Once youve finished editing your document, click on MS Word Tools>FaxPress Mail Merge .


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16. When prompted to, Save your document.

17. After the document is saved, the FaxPress Fields Map will appear as shown below. Map the Fieldsyou want


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18. Map the Fields you want and click the Map>> button to have fields on the right part of the dialog box.. Once you done with the mapping click the OK button to start the merge procedure.

19. When FaxMerge finishes its process the document and mutiple recipients will be forwarded to theFaxPress. Click OK . You have completed the FaxPress Merge process.

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