0 0,0,79,24  ÛßÛßÛ ß Û ÛßÛßÛ Û ß Û ßßßßÛ Û Û Û ß Û ÛßßßÛ Ûßß ÛßßßÛ ÛßßßÛ Û Û ÛßßßÛ Û Û Û Û ÛÜÜÜÛ Û Û Û ÛÜÜÜÛ Û Û ÛÜÜÜÛ Û Û Û Û ÛÜÜÜÜ Û ÛÜÜÜÛ ÛÜÜÜÜ Û 50  0,1 12 intro one  28  ÜÜÜÜ ß Û Here is a little quiz to check your understanding of this Ûßß lesson. Type the number next to the correct answer. Ü Which field contains the full name? Mr. Alan Wilson{END FIELD} Flatwood Market{END FIELD} 55 E. Main Street Flatwood, UT 84999{END FIELD} 801 666-4545{END FIELD} Alan{END FIELD} {END RECORD} ==============================================  1   2   3 þþ   4   5 þþ   6   Press the number of the correct field (above the typing keys) one.1 G:NL:ÂÃľ1,G:NL:ÂÃľ  1,1 two bell.1  bell.1 40,0,79,2    Try Again! one.1 two 40,0,79,2   Correct!  ÜÜÜÜ ß Û Which field contains the phone number? Ûßß Ü Mr. Alan Wilson{END FIELD} Flatwood Market{END FIELD} 55 E. Main Street Flatwood, UT 84999{END FIELD} 801 666-4545{END FIELD} Alan{END FIELD} {END RECORD} ==============================================  1   2   3 þþ   4   5 þþ   6  200   Press the number of the field that contains the phone number two.1 G:NL:ÂÃľ1,G:NL:ÂÃľ À 1,4 three bell.2  bell.2 40,0,79,2    Try Again! two.1 three 45,0,74,2   Very good!  ÜÜÜÜ ß Û Which field contains the salutation? Ûßß Ü Mr. Alan Wilson{END FIELD} Flatwood Market{END FIELD} 55 E. Main Street Flatwood, UT 84999{END FIELD} 801 666-4545{END FIELD} Alan{END FIELD} {END RECORD} ==============================================  1   2   3 þþ   4   5 þþ   6  200   Press the number of the correct field three.1 G:NL:ÂÃľ1,G:NL:ÂÃľ À 1,5 four bell.3  bell.3 43,0,79,2    Try Again! three.1 four 45,0,74,2   Excellent!  ÜÜÜÜ ß Û Which field contains the company name? Ûßß Ü Mr. Alan Wilson{END FIELD} Flatwood Market{END FIELD} 55 E. Main Street Flatwood, UT 84999{END FIELD} 801 666-4545{END FIELD} Alan{END FIELD} {END RECORD} ==============================================  1   2   3 þþ   4   5 þþ   6  200   Press the number of the correct field four.1 G:NL:ÂÃľ1,G:NL:ÂÃľ À 1,2 five bell.4  bell.4 40,0,79,2    Try Again! four.1 five 45,0,74,2   Magnifico!  ÜÜÜÜ ß Û What category of information does field 3 contain? Ûßß Ü Mr. Alan Wilson{END FIELD} Flatwood Market{END FIELD} 55 E. Main Street Flatwood, UT 84999{END FIELD} 801 666-4545{END FIELD} Alan{END FIELD} {END RECORD} ==============================================  1  Address  2  Full Name  3  Company Name  4  Salutation  5  Phone Number 200   Press the number next to the correct answer six.1 G:NL:ÂÃľ1,G:NL:ÂÃľ À 1,1 seven bell.6  bell.6 40,0,79,2    Try Again! six.1 seven 45,0,74,2   Magnifique!  ÜÜÜÜ ß Û What category of information does field 4 contain? Ûßß Ü Mr. Alan Wilson{END FIELD} Flatwood Market{END FIELD} 55 E. Main Street Flatwood, UT 84999{END FIELD} 801 666-4545{END FIELD} Alan{END FIELD} {END RECORD} ==============================================  1  Address  2  Company Name  3  Full Name  4  þþ Salutation  5  Phone Number 200   Press the number next to the correct answer seven.1 G:NL:ÂÃľ1,G:NL:ÂÃľ À 1,5 eight bell.7  bell.7 40,0,79,2    Try Again! seven.1 eight 45,0,74,2   Right again!  ÜÜÜÜ ß Û {FIELD}1~ causes the information from which field to Ûßß to be merged into the primary file? Ü Field:  1   2   3   4   5  200   Press the correct number eight.1 G:NL:ÂÃľ1,G:NL:ÂÃľ À 1,1 nine bell.8  bell.8 40,0,79,2    Try Again! eight.1 nine 45,0,74,2   Very good!  ÜÜÜÜ ß Û When typing a new record, which function key do you Ûßß press to end each field? Ü  1  Merge R  2  Merge Codes  þþ 3  Merge/Sort 200   Press the number next to the correct function key nine.1 G:NL:ÂÃľ1,G:NL:ÂÃľ À 1,1 ten bell.9  bell.9 40,0,79,2    Try Again! nine.1 ten 45,0,74,2   Correct!  ÜÜÜÜ ß Û Which function key displays a menu of merge codes Ûßß such as {FIELD}, {END RECORD}, etc? Ü  1  Merge R  2  Merge Codes  þþ 3  Merge/Sort 200   Press the number next to the correct function key ten.1 G:NL:ÂÃľ1,G:NL:ÂÃľ À 1,2 eleven bell.10  bell.10 40,0,79,2    Try Again! ten.1 eleven 45,0,74,2   Correct!  ÜÜÜÜ ß Û Which function key is used to end a record in a Ûßß secondary file? Ü  1  Merge R  2  þþ Merge Codes, e  3  Merge Codes  4 þþ  Merge/Sort 200   Press the number next to the correct function key eleven.1 G:NL:ÂÃľ1,G:NL:ÂÃľ À 1,2 twelve bell.11  bell.11 40,0,79,2    Try Again! eleven.1 twelve 45,0,74,2   Correct!  ÜÜÜÜ ß Û Which function key is used to start the merge? Ûßß Ü  1  Merge R  2  Merge Codes  þþ 3  Merge/Sort 200   Press the number next to the correct function key twelve.1 G:NL:ÂÃľ1,G:NL:ÂÃľ À 1,3 thirteen bell.12  bell.12 40,0,79,2    Try Again! twelve.1 thirteen 45,0,74,2   Correct! 200  return intro ÓÓ  Every organization or business frequently sends notices or letters to members, clients, or prospective buyers. The Merge feature creates a "personalized" letter for each person on your list whether there be ten or ten thousand.   Although the Merge feature can streamline many of your office procedures such as memos, forms and contracts, this lesson will focus on a simple mail merge.    A mail merge combines information from 2 separate files ÿßÿÛ The first file is called the Primary File and contains text that ÿÛ is the same in every letter. ÿÜÿÛÿÜ ÿÛÿßÿßÿÛ The Secondary File contains information that is different ÿÜÿÜÿÜÿÛ for every letter such as each person's name, address, ÿÛÿÜÿÜÿÜ phone number--any information you may want to include.   After you have saved a primary and secondary file on disk, the rest is easy. You simply press the Merge/Sort key, enter the names of the primary and secondary files and its done! The rest is up to the postal service.   The Primary File ÿßÿÛ A primary file is distinguished by merge codes such as {FIELD}1~, ÿÛ {FIELD}2~, etc. These merge codes mark the places where the ÿÜÿÛÿÜ name, address and salutation will be inserted during the merge. ´nnÐletter_p.tut  30,2,60,4  Primary File    There are many different merge codes. Merge codes tell WordPerfect what you want the merge to do. In this exercise, {FIELD}1~ retrieves the name from the secondary file, {FIELD}2~ retrieves the company name, {FIELD}3~ the address, and {FIELD}5~ the salutation.   The Secondary File ÿÛÿßÿßÿÛ This file contains records of information--one record for each ÿÜÿÜÿÜÿÛ person. Each record is divided into fields. Each field ÿÛÿÜÿÜÿÜ within a record contains a different category of information. ´nn  Ðaddress.tut  30,2,70,4  Records from a secondary file  2 30,0,75,2  {END FIELD} marks the end of each field.  25,5,65,8  {END RECORD} and a page break mark the end of each record.  20,5,70,8  Fields are numbered from top to bottom within each record.    31,0,70,2   ÿ Field 1 contains the full name  31,1,70,3   ÿ Field 2 contains the company name  33,2,77,4  ÿ Field 3 contains the address (2 lines)  26,4,70,6   ÿ Field 4 contains the telephone number  20,5,60,7   ÿ Field 5 contains the salutationþþ    ´nn 9  Step 1: Create the Secondary File Creating a secondary file is easy. Let's start by creating a record just like those you have seen. ÿÍÿÍÿ Type the full name: Mr. Alan þþ Wilson IV Type, or press Ins to skip typing mMÅ1,mMÅ 1,Å notype1 type1  notype1 ÅMr. Alan Wilson IV  end1 type1 Type, then press V to continue G:LNCD: .,'1,V end1  Good! Just one more thing, you need to mark the end of this field by pressing the {END FIELD} key (F9). ÿÍÿÍÿ Mark the end of the field ¶  Very good! You have finished field 1. Notice that your cursor has moved down to the next line ready for you to enter the text for field 2. ÿÍÿÍÿ Enter the company name: þþ Flatwood Dry Goods Type, or press Ins to skip typing fFÅ1,fFÅ 1,Å notype2 type2  notype2 ÅFlatwood Dry Goods  end2 type2 Type, then press  s  to continue G:LNCD: .,'1,s end2  Very good! You are ready to mark the end of this field. ÿÍÿÍÿ Mark the end of field 2 ¶  Great! Fields can have many lines of text. In fact, there is no limit on field size. This next field is an example of a field with 2 lines. ÿÍÿÍÿ Type the following: 55 E. Main Street Flatwood, UT 84999{END FIELD} Type the address, or press Ins to skip typing 5Å1,5Å 1,Å notype3 type3  notype3 Å55 E. Main Street Flatwood, UT 84999¶  end3 type3 Type the first line, then press ÿÿÙ to continue G:LNCD: .,'1,  Type the second line, then press F9 to continue G:LNCD: .,'¶1,¶ end3  Question: what is the field number of the address field? ÿÍÿÍÿ Press any key to see the answer   Since the address is in the third field from the top, the answer is field 3. Let's add a phone number since you may want to create a phone list later on. ÿÍÿÍÿ Type the following: 801 þþ 666-4545{END FIELD}þþ  Type the phone number, or press Ins to skip typing 8Å1,8Å 1,Å notype4 type4  notype4 Å801 666-4545¶  end4 type4 Type the phone number, then press F9 to continue G:LNCD: .,'-¶1,¶ end4  The last field, field 5, is for the salutation or greeting. This could be Alan or Mr. Wilson or Al. You cannot merge a single word such as Alan out of field 1--it's all or nothing. ÿÍÿÍÿ Type the following: þþ Alan{END FIELD}þþ Type the salutation, or press Ins to skip typing aAÅ1,AaÅ 1,Å notype5 type5  notype5 ÅAlan¶  end5 type5 Type the salutation, then press F9 to continue G:LNCD: .,'¶1,¶ end5  This is the end of Alan Wilson's record. As with each fieldþþ , you will need to mark the end of each record. The Merge E key (Shift-F9, e) marks the end of the record. ÿÍÿÍÿ Mark the end of this record Ï  ÿ This is the Merge Codes menu. Each code directs the merge in a different way. The {END RECORD} marks the end of each record. ÿÍÿÍÿ Mark the end of this record e 7  ÿ Notice that a page break separates each record. Notice also that "Pg" on the status line indicates the record number. Allow the tutor to type the next record for you.  Mr. Jeff Richards¶Flatwood Motors¶58090 Bonnie View Court Flatwood, UT 84999¶801 666-6767¶Jeff¶Ïe  The Field Rule Notice that field 1 of each record contains a name. This is no accident. If field 1 of the first record contains the full name then field 1 of every record should contain a full name.   ÿÍÿÍÿ Press any key to type out the last recordþþ   Mr. John Elliot¶¶1100 North State Street Flatwood, UT 84999¶801 666-6378¶John  Just for review, let's mark this field and then mark the end of this record. ÿÍÿÍÿ Mark the last field and record ¶Ïe 9 25,6,60,8  ÿ Blank field  Good! Although John does not have a company name, {END FIELD} still needs to be inserted to maintain the field order. Otherwise, the address would be in field 2 instead of field 3. ÿÍÿÍÿ Save the secondary file as ADDRESS.TUT and clear þþ the screen ´y  address.tut ®®´n  ÿÍÿÍÿ Clear the screen n ºº»  Excellent! Keep in mind that you enter the information just once and then add records as needed. You can have as many records in a secondary file as there is disk space. The same secondary file can be used to create mass mailings, telephone directories, inventories and much more.   Step 2: Create the Primary File The secondary file is now saved on disk. The next step is to create and save the primary file. To help you see how a primary file is created, you are going to convert a finished letter back into the primary file from whence it came.  Ðletter_f.tut   Merge Codes The primary file contains 2 things: text that is the same in each letter and merge codes that tell WordPerfect what you want done during the merge.  11  Field Codes This lesson uses only one merge code--the field code. This code tells WP which field you want and where to put it. Let's insert a field code that will insert the name into each letter. ÿÍÿÍÿ Replace the full name with {FIELD}1~ è Ï 48,12,70,14  ÿ Merge Codes menu  This is the full list of merge codes. Each one has a different purpose. An explanation of each can be found in your manual at the end of the Merge section. ÿÍÿÍÿ Type an "f" and then enter "1" for field 1 f  1  The number after {FIELD} indicates the field of information you want retrieved from the secondary file. If you recall, field 1 of each record in the secondary file contains the name. ÿÍÿÍÿ Replace the company name with {FIELD}2~ Àè Ï  f2  Very good! That's all there is to it. The contents of field 2 will replace {FIELD}2~ during the merge. Can you guess which field code should replace the address? ÿÍÿÍÿ Replace the address with {FIELD}3~ ÀèÆè Ïf3  The salutation is field 5 of each record. A salutation field is necessary because you cannot merge part of a field. In other words, you cannot merge just the first name from the field containing the full name--it's all or nothing. ÿÍÿÍÿ Replace "Alan" with {FIELD}5~ ÃÃþþ  Ïf5  Notice that there is another mention of the first name in the body of the text. The same field can be merged numerous times within a primary file. Fields can also be merged in any order. That is, {FIELD}5~ can be placed before {FIELD}1~. ÿÍÿÍÿ Replace "Alan" with {FIELD}5~ ÃÃçç¾þþ ¾þþ  Ïf5  Excellent! With all of the field codes in place, the primary file is complete and ready to save. ÿÍÿÍÿ Save the primary file as LETTER.TUTþþ ´y letter.tut ®®´n  ÿÍÿÍÿ Clear the screen n 12  Starting a Merge Once you have created and saved a primary file and a secondary file, the rest is easy. 1 Press the Merge key (Ctrl-F9, 1) 2 Enter the primary filename 3 Enter the secondary filename ÿÍÿÍÿ Press the Merge key Ù1   Step 2 You are being asked to enter the name of the primary file which is the form letter. This file was saved as LETTER.TUT. ÿÍÿÍÿ Enter the name of the primary file letter.tut   Step 3 Next, you are asked to enter the name of the secondary file. The secondary file was saved as ADDRESS.TUT. ÿÍÿÍÿ Enter the name of the secondary file address.tut ÓÓ  Presto! When the merge is complete, the last letter is displayed on the screen. Take a moment and view each letter. Notice that WP has placed a page break at the end of each letter. ÿÍÿÍÿ Use the PgUp and PgDn keys to move through the letters.þþ  Press Spacebar to continue ¼Ä­«»Ãº1, ê3  If you recall, the "company name" field in John Elliot's record was empty. This results in a blank line where the company name would have been merged. The next lesson will show you how to eliminate blank lines created by empty fields. 30,0,70,2  ÿ Blank line created by empty field   Keep in mind that you only need to enter information into the secondary file once. Records can be added to a secondary file anytime and you can even sort each record alphabetically using using the Sort feature. one return  Congratulations! You have completed a simple merge and passed the quiz. You can repeat this lesson as often as needed. In addition, there are a few merge lessons in the WP Workbook. . . . so long for now!  ºº» 1 0,0,79,23  R E V I E W R E V I E W R E V I E W R E V I E W R E V I E W R E V I E W ÿÄÿÄÿÄÿÄÿÄÿÄÿÄÿÄÿÄÿÄÿÄÿÄÿÄÿÄÿÄÿÄÿÄÿÄÿÄÿÄÿÄÿÄÿÄÿÄÿÄÿÄÿÄÿÄÿÄÿÄÿÄÿÄÿÄÿÄÿÄÿÄÿÄÿÄÿÄÿÄÿÄÿÄÿÄÿÄÿÄÿÄÿÄÿÄÿÄÿÄÿÄÿÄÿÄÿÄÿÄÿÄÿÄÿÄÿÄÿÄÿÄÿÄÿÄÿÄÿÄÿÄÿÄÿÄÿÄÿÄÿÄÿÄÿÄÿÄÿÄÿÄ ÿ A mail merge requires 2 sources of information: A primary file and a secondary file. ÿ The primary file contains the form letter and merge codes that tell WordPerfect where to merge information from the secondary file. ÿ A secondary file is made up of individual records. ÿ Each record is made up of "fields of information." ÿ There is no limit on field or record size. ÿ There is no limit on the number of fields allowed in a record. ÿ Rule: The field order of the first record becomes the rule for each record in that file.