Before you can send a fax merge, you must have a merge document ready in Microsoft
Word. For more information on creating a merge document, see the topic Preparing a
Fax Merge.
1. In Microsoft Word XP/2002/2003, click Tools, and click FaxTalk Mail Merge.
In Microsoft Word 2007, click on the FaxTalk tab, then click the Send a Fax
Merge icon.
A FaxTalk Fax Merge Macro dialog box appears.
NOTE: If you see the message "The active document is not a mail merge
document...", then you will need to open or create a mail merge
document, or switch to an active window that contains a mail merge
document. See the topic Preparing a Fax Merge
for more details.
2. Select the recipients to be included in your fax merge. Click Select Recipients
button. Here you can choose which recipients will receive the fax. Click OK once
you have selected the recipients to be included in the fax merge.
3. You must now match the data fields with the appropriate field. Select the
appropriate Merge Field Names from the drop down lists. FaxTalk requires a Fax
number or email address. All other Merge Field Names selections are optional.
NOTE:FaxTalk FaxCenter Pro includes email support for sending an
attachment of your fax to email addresses. You can specify an email
address field instead of a fax number field if you have enabled the email
sending option in FaxTalk. When sending fax documents to email
addresses you can choose to have FaxTalk FaxCenter Pro convert the
fax documents into Adobe Acrobat PDF or TIFF formatted files. For more
details, see the FaxTalk FaxCenter Pro or FaxTalk Messenger Pro
documentation.
NOTE: You can specify a First and Last name if you are using separate
merge field names. Both names will be sent to FaxTalk. If the merge field
contains both a First and Last Name, use the Full Name or First Name
drop down list only, and set the Last Name drop down list to Do not use.
Once you have selected your matched fields, you can save these settings by
clicking the Set current matching as default option. This feature will remember
the field names, so you do not have to re-apply these settings for future merges
using the same mail merge document.
Click Next to move to the next screen, or click the Coversheet Tab.
4. Select
the Coversheet tab. The drop-down list will display all coversheets that
are available. A fill-in text box will appear if you select a coversheet. You can also
enter a subject for the fax merge. Click View Cover to view the selected
coversheet in the FaxTalk Coversheet designer. Click Set as default to set these
options as the default.
5. Click Import New to import an existing coversheet text document. Click Save
to
save your existing coversheet text.
You can also automatically fill the coversheet message with the contents of a
pre-defined text file. Select this option, and click Select to choose a text file.
6. Click the Attachments Tab, or click Next.
Click Attach and select any attachments you want to include in your fax merge.
These attachment files are added in the order they appear in the list, and after
the actual fax merge document and coversheet (if included)
Select the attachment and click View to view the page(s) you have added.
Select the attachment and click Remove to remove the attachment from the list.
NOTE: It is recommended to use .FAX type files as attachments. If you require to
send other types of files, such as PDF, it is recommended to convert these files
to .FAX format in FaxTalk, then attach them here. See the FaxTalk Users Guide
for more information on creating attachments. Any files you attach that are not
.FAX format, must have a Windows file association that will allow for automatic
printing.
7. Click the Schedule & Send Options Tab, or click Next. These settings apply
to
faxes only and do not apply to e-mail.
You can schedule your fax merge:
· to be held in the FaxTalk outbox,
· to be sent as soon as possible,
· to be scheduled for a future date and time.
Click the deliver drop-down menu option and select one of the available options.
Click Set as default to set this option as the default.
NOTE: It is recommended to select Hold in Outbox so you can review faxes in
your outbox before they are transmitted. These settings do not apply to faxes that
are transmitted as e-mail attachments.
Select the resolution for the fax merge.
Uncheck this option for faster transmission time, but lower quality.
Click Set as default to set this option as the default resolution when sending a
fax merge.
8. Click Review & Merge Tab, or click Next.
Review your selections, and when you are ready to begin the fax merge process,
click the Merge button.
The merge macro now automatically populates the merge fields with the data
from your recipient list (data source). This document is then converted to a fax
and the recipient details are transferred to FaxTalk. The process will repeat for
each entry in the recipient list that you selected. Faxes will then be transmitted
according to the settings you selected, and according to dialing rules configured
in FaxTalk.
Fax Merge progress status
A progress dialog box will appear with the results of the merge process. This
dialog will display the progress of the fax merge, with the total number of
recipients processed.
Recipients that do not have a fax number or valid e-mail address will be ignored,
and the Merge macro will process the next recipient.
During the merge process, you have to option to Pause or Cancel the fax
merge.
When the merge process is complete, click Close to close this dialog box and
return to Microsoft Word.
Pausing the Fax Merge
You can pause a fax merge anytime by clicking the Pause button in the Fax
Merge progress dialog box. When you are ready to continue to merge
processing, click OK
.
Cancel the Fax Merge
You can cancel a fax merge anytime by clicking the Cancel button during
processing of the fax merge. Click Yes to confirm you wish to cancel the merge
process. This option will not cancel or remove existing faxes already processed
in your FaxTalk outbox, you must delete, pause, or modify these faxes within the
FaxTalk software.
