Brother WP-700D - Manual (Page 84)

Double Column Printout
The data merge function is useful when a similar letter is to be sent to numerous
addresses, each letter to be typed with a different name and address and different
contents. To save you from having to recall, edit, and print the same letter over
and over, the merge file function does the job automatically. The following steps
summarize the use of this function:
1 .
2 .
3.
To use the data merge function, you must first create a file containing the
data to be inserted in the letters (the Merge file). For details, see “Mail Merge”
on page 117. The data to be inserted into a single letter Is called a record. A
record is made of different labels (label 1, label 2, label 3, etc.) that corre­
spond to the different pieces of information you need to insert in a single let­
ter (name, address, etc.). You must organize your Merge file logically: the
same label of each record must contain the same type of information. For
example, label 1 will contain a name, label 2 an address, label 3 a phone
number, etc.
Next, you must create a Word Processing file containing the text that will be
common to all letters (the master document). Wherever a piece of variable
information has to be inserted in that text, you insert a “merge symbol” and
input a label number.
When you print the master document, the text is printed until a merge symbol
is encountered. At that point, the word processor compares the number that
you have input with the merge symbol, and automatically replaces the merge
symbol with the data contained in the corresponding label of the first record.
When the whole document is printed, the word processor checks the Merge
file to see if there are more records. If there are no more records, merge
printing is completed. Otherwise printing of the master document starts
again, and this time, the next record of the Merge file is used. The process is
repeated until all records of the Merge file have been used.
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