14 Mail Merge for Word
With Tennis PRO! you can merge your reports to Microsoft Word. By merging it into a generic document, you can personalize documents.
Use Mail Merge to Word button to create a mail merge document in Word using a link to Microsoft Access data. Once the link is established, you can open your document in Microsoft Word at any time to print a new batch of form letters or labels using the current data in you database.
This can only be done if you have already selected some data . For example if you have already selected data using Select Clubs (Organisations) button you can use Mail Merge to Word button to create mail merge.
14.1 Creating a mail merge to Word
- Select data by choosing one of the three buttons for Clubs or Players or Tournaments.
- Choose the Mail Merge for Word button located below the button of data type of you selected. For example if you selected players report by choosing Select Players button then you should choose the Mail Merge to Word button below it Select Players button. A wizard will start (as shown below).
- Choose an option from the wizard and click OK button. If you choose Create a new document and then link data to it the new document in Microsoft Word document will look like below.
- You can now create a document using the merged field and also save it as template for using again.
Care needs to be taken not to resave the original document or the blank skeleton letter that you use each time will be replaced.
As before either or both the merged form letters and the original document with blank fields can be saved. It is more usual just to save the original document but not the merged form letter as it can be merged again in the future if required.
Choose File -> Close from the menu. The program first asks you whether to save the merged file which is called FormLetters1 until named differently by the user. Reply “No” to this option.
The program then deletes the Merged document from the screen (and the disk) and your original document with the blank fields for merging is shown on the screen.
IT IS IMPORTANT IF SAVING THE EDITED DOCUMENT THAT YOU USE “SAVE AS” AND CHOOSE A NEW NAME FOR THE LETER OR IT WILL REPLACE THE ORIGINAL SKELETON/TEMPLATE DOCUMENT WITH THE EDITED DOCUMENT.
If you do not wish to save the edited letter (i.e. it was printed and is no longer of use), then Choose File Close and reply “No” to “Do you want to save changes to Player.doc”.
If you do wish to save the letter then Choose File Save As from the menu. The program then asks you whether you want to save Document1. Reply “Yes” and create an appropriate name to describe the purpose of this edited letter.
