Mass Mailing and Address Label Printing

Mail merge enables you to print multiple copies of form letters, labels, or any other document with text customized with the varying content of records in a mail merge text file. The mail merge file must be a text file where each field is separated by tabs, and each record is ended by a return (CR, LF, or CR/LF). The character set used for the text file is the default character set defined in the Type Panel in Preferences. For more details on character sets see the Character Sets appendix. Each record must contain the fields in the same order as the first record, but records may contain additional data at the end of the record.

SectionTo print a mail merge document
1. Create document variables to hold mail merge field text.

Choose Variables from the Define submenu in the Edit menu or if in text mode choose Variable Text from the Insert submenu in the Type menu. The Define Variable String dialog box will appear. Choose the document, chapter or subchapter in the Chapter pop-up menu to define the level to create the new variable.

For each field to be used in the document click New. The Edit Variable String dialog box will appear. Enter the text in the Name text box that will appear in the list box. Enter the text that will appear in the document where ever the variable is placed in the String text box. Click OK. Note: Fields in the mail merge file which will not be used in the document do not need a corresponding variable.

2. Insert document variables into the text.

Select the Text tool from the Toolbox and place the insertion point where the user variable will be inserted. Choose Variable Text from the Insert submenu in the Type menu. The Define Variable String dialog box will appear. Choose the variable from the list box. Click Insert.

Note: Steps 1 and 2 can be completed at any time during the document's design phase.

3. Choose Print from the File menu.

The Print dialog box will open to allow you to choose a variety of printing options. If you did not configure your printer before choosing Print, Click Setup now to access the Print Setup dialog box.

4. Choose how to print the document.

Choose the appropriate options in the General panel such as pages to print, method, scale and more.

5. Choose mail merge options.

Choose Mail Merge to display the Mail Merge panel. Select the Mail Merge check box to enable the mail merge options. Click the Browse button to the right of the File text box. A file selector will open from which you can select the mail merge file to use. Click Open.

PageStream will read in the first record of the mail merge file and display the fields in the right hand side of the list box in the order found in the file. Select each item from the list box and choose the corresponding variable from the Variable pop-up menu. Choose <skip> from the Variable pop-up menu for any field which is not used in the document. To edit the variables click Edit.

Enter the starting record number in the Starting text box in the Records group. Leave it blank to start at the first record in the mail merge file. Enter the ending record number in the Ending text box in the Records group. Leave it blank to end at the last record in the mail merge file.

6. Click Print.

Note: Mail merge options are saved with the document.


 

Mass Mailing and Address Label Printing  Sub-Section  url:PGSuser/newslabels#mailmerge
  created:2006-04-18 11:35:53   last updated:2006-08-12 16:22:55
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