Creating a Data Source File - Field Names
In order to create a merged document you first need to create a Data File
(or Data Source) document.
The Data Source is then used to create a Word template document.
A Word template is a document that contains both text and field names.
The field names will later be replaced by information from your data source.
The field names available for merging change depending on from where you are running the mail merge.
The NewViews mail merge program can assist you in attaining a list of the available field name.
To create a Data File, follow the instructions below:
-
Start by marking a single line of a NewViews table
(i.e. a customer, vendor, sales invoice, employee, etc) in a block.
-
Select Tools - Mail Merge - Block from the NewViews command bar.
-
Leave the "Main Document" line (line 1) blank.
-
Fill in the "Data File" with the name of a text file.
NewViews will create this file.
If the file already exists, it will be overwritten.
-
Complete the rest of the prompt box as shown below
-
Press F5 to continue
Three files are created as a result of the above operation.
Assuming you used the same file name as shown in the above screen shot, these files are:
Mail Merge Files
|
1
| MyData.txt or (.doc)
| A completed data source file
|
2
| MyData_readable_field_list.txt or (.doc)
| A list of the available fields. Use this file as a guide when constructing your template document.
|
3
| MyData_readable_data_records.txt or (.doc)
| In addition to showing you the available fields, this file also shows you the resulting output from the fields.
|
Sample below - readable data records file
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