0 0,0,79,24  ÛßÛßÛ ÛßßßÛ Ûßß ÛßßßÛ Û ß Û Û Û Û ÛÜÜÜÛ Û Û ÛÜÜÜÛ Û ÛÜÜÜÜ 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 ÓÓ  Welcome to the second lesson on WordPerfect's Merge feature. This lesson introduces 3 more merge codes: {DATE} - Merge the current date into a letter {INPUT} - Pause the merge so that you can enter text from your keyboard ? - Omit blank lines caused by empty fields in secondary file   Let's review the basic steps of a mail merge before continuing.   A mail merge requires 2 files of information ÿßÿÛ ÿÛ A primary file containing the body of the letter ÿÜÿÛÿÜ ÿÛÿßÿßÿÛ ÿÜÿÜÿÜÿÛ A secondary file containing the name and address ÿÛÿÜÿÜÿÜ list  10  In the previous lesson you learned about some of the merge codes. You learned that field codes, {FIELD}1~, etc., tell WordPerfect where to merge the various fields of information from the secondary file.  Ðletter_p.tut ¾  5 10,0,35,2  ÿ Field 1 code (name)  2 10,1,45,3  ÿ Field 2 code (company name)  10,2,37,4  ÿ Field 3 code (address)  16,4,48,6  ÿ Field 5 code (salutation)  15,4,47,6  ÿ Field 5 code (salutation)   ´nn 10  You learned that in a secondary file, {END FIELD} marks the end of each field and that {END RECORD} marks the end of each record. Ðaddress.tut  30,0,60,2  ÿ End of field 1  2 30,1,60,3  ÿ End of field 2  30,3,60,5  ÿ End of field 3  24,4,54,6  ÿ End of field 4  17,5,47,7  ÿ End of field 5  13,6,48,8  ÿ End of the record   10  And, you learned that the mail merge causes the first record in the secondary file to merge with the primary file (the letter), then the second record, then the third, etc., until a letter for each record has been created. ´nn  Ðletter_f.tut   ´nn  You are now ready to learn about a few other merge codes. Let's add them to the primary file you created in the previous lesson. ÿÍÿÍÿ Retrieve the primary file named LETTER Ðletter.tut ¾  {DATE} - Merging the date The Date code {DATE} can be placed anyplace in the primary file. During the merge, {DATE} is replaced with the current date. This is useful in form letters and memos that are merged frequently. ÿÍÿÍÿ Insert some space for the date »»  The date code is found on the merge codes menu under "More." After moving to where you want the date to appear, press Merge Codes (Shift-F9), then "m" for more and "d" for date. ÿÍÿÍÿ Enter {DATE} at the top of the letter  Ïm  This menu contains all of the merge codes. Many are used to direct powerful merge operations. We are going to select the {DATE} code from this menu. ÿÍÿÍÿ Search for {DATE} by typing "d" d  Good! After highlighting the desired code, just press ÿÿÙ to select it. Note: pressing Cancel (F1) moves your cursor back to the document without selecting a merge code. ÿÍÿÍÿ Select the {DATE} code into the document  {INPUT} - Merging with the keyboard The {INPUT} merge code does three things: 1) Pauses the merge 2) Positions the cursor where you need to type 3) Displays a message at the bottom of the screen   The {INPUT} is used often for automating forms such as memos and invoices. Let's use the {INPUT} code to allow you to enter a different bonus amount for each person receiving a letter. ÿÍÿÍÿ Move to the end of the paragraph and add:  In gratitude for your service, a bonus of {INPUT} is enclosed. ê.ê.  In gratitude for your service, a bonus of  Ïi  Very good! The {INPUT} code can display a message at the bottom of the screen when the merge pauses. This is a good place for instructions and reminders of what the typist should do next. ÿÍÿÍÿ Type: Type bonus amount and press F9 to continue Type the message, then press ÿÿÙ to continue G:CLN: 1,  is enclosed.  Good! You can use the {INPUT} command many times in the same form and attach different messages to each code. Note: the codes and any attached messages are stripped from the letter during the merge.  ÉÐaddress.tut ººÃ 10 24,5,50,7  ÿ Field 2 is empty  ? - Preventing blank lines caused by blank fields If you recall, the "company name" field in the last record is empty. This will cause a blank line to appear between the name and address in the last letter unless something is done about it.   ´ny  Normally, merging an empty field will cause a blank line to appear in the finished document. This can be prevented by inserting a question mark "?" into the field code. For example: {FIELD}2?~ ÿÍÿÍÿ Insert a "?" into the field 2 code ºº»ÃÃÃÀ ?  Excellent! You are ready to save this file to disk. Let's call it LETTER1.TUT. ÿÍÿÍÿ Save the primary file and clear the screen ´y ¾¾¾¾1 ®®´n n  You are ready to merge the new primary file with the secondary file that you created in the previous lesson. The 3 steps to perform a merge are: 1) Press the Merge key, 2) Enter the primary filename and, 3) Enter the secondary filename. ÿÍÿÍÿ Start the merge Ù1 letter1.tut address.tut  A copy of the primary file has merged with a copy of the first record. Notice that the date has been merged at the top of this letter and the cursor has automatically moved to the the position where {INPUT} was entered. 10 2,1,35,4  ÿ The date has been merged where you placed the {DATE}.  2 8,14,62,18  ÿ The cursor is positioned where you placed {INPUT}, ready for you to enter the bonus amount.  42,21,79,23  ÿ This is the {INPUT} message   10  ÿÍÿÍÿ Type the bonus amount: $325 Type, or press Ins to skip typing $Å1,$Å 1,Å notype1 type1  notype1 Å$325  end1 type1 Type, then press  5  to continue G:LNCD: .,'1,5 end1  To continue the merge, you press End Field (F9). If you recall, this same key is used to mark the end of fields in the secondary file. During a merge this key becomes a "Return" key. ÿÍÿÍÿ Continue the merge ¶  ÿ So far, the first letter has been completely merged and the second letter is waiting for a bonus amount to be entered. Again, notice the date (top) and message (lower left). ÿÍÿÍÿ Type $250 and press Merge R to continueþþ  Type, or press Ins to skip typing $Å1,$Å 1,Å notype2 type2  notype2 Å$250  end2 type2 Type, then press  0  to continue G:LNCD: .,'1,0 end2  ÿÍÿÍÿ Press F9 to continue to the next letter ¶  ÿ The second letter is now complete and the third letter is waiting for you to type the bonus amount. You can stop the merge at any time by pressing the Cancel key (F1). ÿÍÿÍÿ Type: $350 and press End Field to continueþþ  Type, or press Ins to skip typing $Å1,$Å 1,Å notype3 type3  notype3 Å$350  end3 type3 Type, then press  0  to continue G:LNCD: .,'1,0 end3  ÿ ÿÍÿÍÿ Press F9 to continue ¶ 10  Excellent! The letters are complete. Notice on Pg 3 that there is no company name nor is there a blank line. The "?" in the {FIELD}2~ code prevented the blank line. ê3 25,2,65,5  ÿ This is where the blank line would have been.    ÿÍÿÍÿ Use PgUp and PgDn to view the letters Press Spacebar to continue G:C:­«1, ´nn 12  Secondary files can become quite large and should be backed up whenever changes are made.   The Notebook program in the WordPerfect Library package (optional) is invaluable in maintaining secondary merge files and reducing entry errors.   Congratulations! You can repeat this lesson as often as needed. . . . 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 form letter (primary file) and an address list (secondary file). ÿ The Merge Codes key (Shift-F9) displays a menu of merge codes. ÿ {DATE} causes the date to be merged. ÿ {INPUT} positions the cursor and temporarily stops the merge while you enter text from the keyboard. ÿ Pressing F9 continues the merge after stopping for {INPUT}. ÿ Blank lines caused by blank fields can be eliminated by inserting a question mark (?) into the field code, e.g., {FIELD}1?~. ÿ The Cancel key or Shift-F9, e will stop a merge.