How to Mail Merge
and make the most of your database
mail merging simplified
variable information in form letters
envelopes or labels
direct use of your Outlook contacts
directly to fax and e-mail
correspondentie en databases
Computer skills, Correspondence
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2 Merging letters in Word 2002
3 Merging letters in Word 97/2000
4 Merging labels in Word 2002
5 Merging labels in Word 97/2000
6 Merging envelopes in Word 2002
7 Merging envelopes in Word 97/2000
8 Merging E-mail and fax
9 Mailing with Outlook 2002
10 Mailing with Word 97
12 Excel and Outlook
faxing seems a somewhat peculiar name, however when
abroad I tend to think of 'Virtual faxing' as 'Virtuoso
faxing'. Because all that needs to be done is simply
send an e-mail to a fax number. The way thois works
is that the actual fax number is used in the e-mail
address. Of course it is necessary to also become a
member of one of these services. Which usually are pre-paid
services. It is possible to send these fax-mails with
an attachment. Because most file types are supported,
like Word, Excel, pdf etc. The server makes a screen
print of the file, which is sent to the fax machine.
Virtual faxing is cost-reducing: no initial or maintenance
costs, no toner, no extra telephone line. It saves you
some archive space as well.
Most services offer the so-called Broadcast fax. The
actual mail merge takes place on the servers. Therefore
a copy of the database needs to be uploaded as well.
Most companies charge an initial set-up and work with
a pre-paid system. For those sending mainly local faxes
the rates may be slightly higher per fax though.
book is intended for anyone who wishes to print multiple
copies of the same document and include each recipients
address information on both letter and envelop. A mail
merge is a very practical method for making form letters,
mailing labels, envelopes, e-mail and fax distributions.
The way it works is that a document is being linked
to a data source, usually a database. By inserting so-called
merge fields into the document, the data from the database
appears in the final letters, after the mail merge.
This can be done in any Microsoft Word document. Mail
merging saves lots of time and prevents the possibility
of making mistakes. In addition to using mail merges
for inserting address information in correspondence,
it is also possible to use the merge feature for much
longer phrases and add specific extra information by
way of a database. Using data sources is mainly explained
by way of the programme Microsoft Excel. This with the
users of Microsoft Office in mind. However all data
can just as easily be imported from Microsoft Access
or any other programme. Each chapter begins with explaining
the functionalities of Word 2002, after which the differences
of older versions are being expounded. The illustrations
in this book are intended to improve understanding.
They do not necessarily match the screens on your system
in every case. In addition to explaining mail merges
this booklet also offers the user a concise method of
importing data from Outlook in Excel and the other way
round. We hope that this booklet may motivate you to
make the best use of the possibilities mail merge has