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Sending Faxes Using Microsoft Word Mail Merge

Author: Ricardo Carrasco Updated

Overview 

Mail Merge is a feature in Microsoft Word that enables users to author one template that can be used to produce customized and personalized documents. A template contains fields that are automatically filled in from a data source.

This article describes how to use NetPrintQueue2Fax to send out fax broadcasts from Microsoft Word using the Mail Merge feature.

 

Process

Step 1: Creating the Mail Merge

  1. Create a new document.
  2. From the Mail Merge feature settings, add the fax recipients list. Type the list in or import the recipients from a data source such as a Microsoft Excel spreadsheet or a Microsoft Access database. This is a sample table containing the recipient information:

     

    Fax Number Name Company
    +420313414515 Joe ABC Inc.
    +441273123456 John DEF Ltd.
    +420313414517 Steve GHI Inc.
    +441273123458 Bob JKL Ltd.
    +420313414519 Kevin MNO Inc.

     

  3. At the beginning of the document, specify the recipient fields required by GFI FaxMaker to resolve the recipient. Type in the fields as specified in the NetPrintQueue2Fax configuration screen. For example, create a table in the document to show the recipient information as follows:

     

    To: Company: Fax:

     

  4. Next to each label, insert the applicable Merge field.

     

    To: <<Name>> Company: <<Company>> Fax: <<Fax_Number>>

     

  5. Type or add any text and graphics to include in your fax. You may insert more Merge fields in the content.

  6. In a new line at the end of the document, add the characters @#. These 2 characters are referred to as the fax separator characters and are required to indicate to GFI FaxMaker that the next page is a new fax.

Step 2: Previewing the Fax

Choose to preview the results in Microsoft Word. When this option is switched on, the merge fields in the document are populated with real data from your data source. Toggle through each record and verify that the fields are properly populated.

 

Step 3: Sending the Fax

When you are sure that the fax broadcast is ready to be sent, choose to finish and print the merged documents. Select the NetPrintQueue2Fax printer driver and click Print.

NetPrintQueue2Fax submits the print job to GFI FaxMaker, which in turn prepares the documents for transmission. Track the status of the submitted faxes from the GFI FaxMaker Monitor and from email notifications.