Brother International WP700D Owners Manual - English - Page 84

Merge

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Doub!e Column Printn. Page 1 (on screen) Page 2 (on screen) -411-110- Space between Columns (Default = 5) 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 Merge file). For details, see "Mail Merge" on page 117. 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 Merge 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 Merge file to see if there are more records. If there are no more records, merge printing is completed. Otherwise printing of the master document starts again, and this time, the next record of the Merge file is used. The process is repeated until all records of the Merge file have been used. 76

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Doub!e
Column
Printn.
Page
1
(on
screen)
Page
2
(on
screen)
-411-110-
Space
between
Columns
(Default
=
5)
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
Merge
file).
For
details,
see
"Mail
Merge"
on
page
117.
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
corre-
spond
to
the
different
pieces
of
information
you
need
to
insert
in
a
single
let-
ter
(name,
address,
etc.).
You
must
organize
your
Merge
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
Merge
file
to
see
if
there
are
more
records.
If
there
are
no
more
records,
merge
printing
is
completed.
Otherwise
printing
of
the
master
document
starts
again,
and
this
time,
the
next
record
of
the
Merge
file
is
used.
The
process
is
repeated
until
all
records
of
the
Merge
file
have
been
used.
76