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MS Office Forum / Word / Mailmerge and Fax / April 2006Merge Excel Data to Word documents then email individual letters
I have successful merge of Excel/Word to generate letters; however, I now need to fax (via Outlook email) "each individual letter," which they are not. My Word merge just creates one document with many letters. How can I best do this? Thanks!  SignatureMarv Lusk Boise Corporation In theory you are supposed to do this by choosing a different type of e-mail (i.e. an e-mail merge rather than a letter merge. You have to tell Word which field in your data source contains an appropriately formatted fax address for each letter. Obviously, Outlook needs to be set up to send faxes (probably via an Internet fax service. I would try that with a small sample, sending to your own fax, and see if you can get it to work. But which version of Outlook/Office and Windows are you using? Peter Jamieson >I have successful merge of Excel/Word to generate letters; however, I now > need to fax (via Outlook email) "each individual letter," which they are > not. > My Word merge just creates one document with many letters. How can I best > do this? Thanks! Yes, I can get the email portion to work and I have the email/fax number generated in my Excel file that I use to merge, but I have to merge my Word document with the Excel file first to generate lettters for each selection in the Excel file; it's the merge you helped me with last week that pulls certain paragraphs into the Word "result" based on field in the Excel file; that works fine and generates letters for me. But now I need to email/fax those same letters using the same Excel database, BUT the mail merge has generated one document with many letters. Thanks! SignatureMarv Lusk Boise Corporation > In theory you are supposed to do this by choosing a different type of e-mail > (i.e. an e-mail merge rather than a letter merge. You have to tell Word [quoted text clipped - 13 lines] > > My Word merge just creates one document with many letters. How can I best > > do this? Thanks! Sorry, I must still be missing something. If you're using a Letter merge, it should be possible to convert it to an e-mail merge: the main difference is that the letters get sent as individual e-mails rather than going to a (single) file. If you're using a catalog/directory merge, that won't work of course. Can you reming me why you have to do the merge to a new document first? Peter Jamieson > Yes, I can get the email portion to work and I have the email/fax number > generated in my Excel file that I use to merge, but I have to merge my [quoted text clipped - 33 lines] >> > best >> > do this? Thanks! Well, I thought that's what I had to do; the Word letter can have up to 4 different paragraphs inserted based on code in Excel file--L,C,W,G paragraphs--letters are also generated based on a date range input during Excel "cleanup" via InputBox. Word then merges with the "result" Excel file to generate the letters; I then need to fax the letters. In reality, I don't really need to generate the hardcopy letter before faxing, but...need help with that. And per your earlier question, I'm using Office2003. Thanks again. SignatureMarv Lusk Boise Corporation > Sorry, I must still be missing something. > [quoted text clipped - 43 lines] > >> > best > >> > do this? Thanks! Well DUH, I merged to email instead of document, and that worked, but boy did it come up many pages and UGLY, especially the signature I have in the Word document. The email/fax image looks nothing like my Word merge documents. :( SignatureMarv Lusk Boise Corporation > I have successful merge of Excel/Word to generate letters; however, I now > need to fax (via Outlook email) "each individual letter," which they are not. > My Word merge just creates one document with many letters. How can I best > do this? Thanks! > The email/fax image looks nothing like my Word merge documents. :( I had a bad feeling about that, but it was probably worth a try. Are you using an Internet fax service or a traditional modem connection? In the latter case, there is a way to fix it, but it's yet more stuff to absorb and get working: http://tips.pjmsn.me.uk/t0001.htm Getting it working with one of the Internet fax services is another question - it may be possible, but it probably depends on the service. Peter Jamieson > Well DUH, I merged to email instead of document, and that worked, but boy > did [quoted text clipped - 9 lines] >> best >> do this? Thanks! No, just using Exchange server and Outlook with Rightfax under the covers, i.e., sends "fax" as the format vs. SMTP. SignatureMarv Lusk Boise Corporation > Well DUH, I merged to email instead of document, and that worked, but boy did > it come up many pages and UGLY, especially the signature I have in the Word [quoted text clipped - 4 lines] > > My Word merge just creates one document with many letters. How can I best > > do this? Thanks! Well, I can't help you with the detail there, but if you are allowed to send faxes by printing to a Rightfax printer driver (rather than via Outlook) then the code in the article I mentioned is probably still relevant - I see there are also one or two relevant examples on the Rightfax technical support site. Peter Jamieson > No, just using Exchange server and Outlook with Rightfax under the covers, > i.e., sends "fax" as the format vs. SMTP. [quoted text clipped - 13 lines] >> > best >> > do this? Thanks!
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