Brother International WP1700MDS Owners Manual - English - Page 96

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Data

Merge

The

data

merge

function

is

useful

when

a

similar

letter

is

to

be sent

to

numerous

addresses,

each

letter

to

be

typed

with

a

different

name

and

address

and

different

contents.

To

save

you

from

having

to

recall,

edit,

and

print

the

same

letter

over

and

over,

the

merge

file

function

does

the

job

automatically.

The

following

steps

summarize

the

use

of

this

function:

1.

To

use

the

data

merge

function,

you

must

first

create

a

file

containing

the

data

to

be

inserted

in

the

letters

(the

Address

Book

file).

For

details,

see

"Address

Book"

on

page

149.

The

data

to

be

inserted

into

a

single

letter

is

called

a

record.

A

record

is

made

of

different

labels

(label

1,

label

2,

label

3,

etc.)

that

correspond

to

the

different

pieces

of

information

you

need

to

insert

in

a

single

letter

(name,

address,

etc.).

You

must

organize

your

Address

Book

file

logically:

the

same

label

of

each

record

must

contain

the

same

type

of

information.

For

example,

label

1

will

contain

a

name,

label

2

an

address,

label

3

a

phone

number,

etc.

2.

Next,

you

must

create

a

Word

Processing

file

containing

the

text

that

will

be

common

to

all

letters

(the

master

document).

Wherever

a

piece

of

variable

information

has

to

be

inserted

in

that

text,

you

insert

a

"merge

symbol"

and

input

a

label

number.

3.

When

you

print

the

master

document,

the

text

is

printed

until

a

merge

symbol

is

encountered.

At

that

point,

the

word

processor

compares

the

number

that

you

have

input

with

the

merge

symbol,

and

automatically

replaces

the

merge

symbol

with

the

data

contained

in

the

corresponding

label

of

the

first

record.

When

the

whole

document

is

printed,

the

word

processor

checks

the

Address

Book

file

to

see

if

there

are

more

records.

If

there

are

no

more

records,

merge

printing

is

completed.

Otherwise

printing

of

the

master

docu-

ment

starts

again,

and

this

time,

the

next

record

of

the

Address

Book

file

is

used.

The

process

is

repeated

until

all

records

of

the

Address

Book

file

have

been

used.

86

Brother International WP1700MDS Owners Manual - English - Page 96

Merge

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