Component 3: The Merged Documents

Performing the Merge

  1. Look at the picture displayed below
  2. From the Toolbar Click on the pull-down menu "Tools"
  3. Click on "Mail Merge"
  4. The "Mail Merge Helper" (isn't that nice?) box will be displayed.
  5. Notice Step 1, Step 2, and Step 3. The familiar 3 components.

Lambda merged docs

There are 3 steps to completing a Mail Merge process. Some of this will seem like a review - but Mail Merge thinks you are starting here.

Step 1: Main Document

Create.


Lambda main doc

Good News! You have already completed Step 1. This was done when you imbedded the field codes. Mail Merge assumes you want to use the document you have open. The path to the Main Document is also displayed. Skip Step 1 and proceed to Step 2.

Step 2: Data Source

Get Data.

This box allows you to specify any Data Source. You want to use the Data Source you prepared earlier in Excel.

  1. Click on "Get Data"
  2. Click on "Open Data Source"

Lambda get data



You will be bounced into a familiar Windows file selection box.

  1. Under "Files of type"
  2. Change this to *.xls
  3. Find your "Data Source" file and click to select it
  4. Click on "Open"

Lambda data source



Be patient afer you do this. Mail Merge takes over and performs many behind-the-scene functions that enable Mail Merge to occur.

After the Data source and the Main Document have been linked-up, the Microsoft Excel "Named or Cell Range" will be displayed. As part of the preparation of the Data Source, you set the Print Area.

Lambda set print



  1. Click on "Print Area" now

Do not click on "OK" yet, please read the following paragraph first.

Depending on the size of your Data Source, your PC will be locked up while the procedure completes.

If your document is complicated, or your Data Source is very large, you may want to close down any other open applications to speed-up the process.

  1. Now you can click "OK" as described and authorize the print area

Step 3: Merge the data with the document

Merge

After the "Get Data" process has completed you are ready for Step 3.

  1. Click on "Merge"

Lambda merge



The Merge dialog box will appear waiting for your choice of output

Lambda dialog box

Select the destination of the new Mail Merge document output.

  1. Click "New document"
  2. Option: You could also select a printer destination here.
  3. Do not select a printer unless you are absolutely sure the new merged documents are correct - or you will waste a lot of paper.
  4. Click "Merge"
  5. Voila'!
  6. The system will take over and merge the data source(s) into the main document's field codes and produce a file of merged documents.

That's All There Is To It!

Do you feel proud? You Should!

Just one easy step left - completing the process by printing the documents.

Lambda back Lambda home Lambda next

Please send inquiries to marilyn@hylandbay.com
© 2002 Lambda International
All rights reserved.
Part of the "A Gentle Introduction" Series
Lambda Sond Building - San Diego, CA 92126
Phone: 1-888-277-LAMP - FAX: (619) 277-LAMF