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Merge Basics Class Training And Hands-On Outl
DocumentID: 613574
Revision Date: 29-Feb-96 1:35:47 PM

The information in this document applies to:
WordPerfect® 6.0 for DOS

Problem

Symptoms: Does WP still have to call merge files by Primary and Secondary? Solutions: No, the names have been changed from Primary to Form and from Secondary to Data. Let's take a look at the new options.

Hands-on:
Press Shift+F9            This screen is to define what type of merge files we are going to create (Form vs. Data). This will determine what type of merge codes the next screen will default too.

Choose F for Form      This screen displays most commonly used merge commands for Form files. The commands are Field, Keyboard, Page Off, Comment, and Variables. Users still have the option to display the additional merge codes by pressing Shift+F9 twice.

Click on Merge codes or press Shift+F9 for the additional merge codes. There are now 81 commands in WP 6.0 compared to 58 in WP 5.1.

Clear the screen F7, N, N. Press Shift+F9 for the Merge screen. There are two options for Data files. The original Data file, same as 5.1, and a Data merge file which is in a Table.

Choose D for Data [Text].      This screen displays the most commonly used merge commands for a regular Form file. The merge commands are End Field, End Record, and Field Names. There is also an option to display the merge codes and to print our Data file one record per page from this menu. There is an option to display the additional merge codes.

Clear the screen (F7, N, N). Move to the original merge screen. Press Shift+F9, for the merge screen. Choose T for the Data [Table] option. This is to create a merge in a table. The options available are, create a table with field names (encourage customers to use field names), table edit options and the display merge codes.

Choose 1 to create. Type the field names: First, Lastt (misspelled), Department, Mail stop and Country. Press Enter when finished. The misspelled the word "Last", needs to be edited. To do so, press 2, Highlight Last, choose 3, for edit. Make changes and press Enter. In this scenario, we work for the same company, but not in the same complex. We don't the want Mail Stop. Delete that column.

Press Shift+F9, choose the option to delete column. The other options are available to modify the table without actually going into the table feature. Save this file as TABLE.DAT.

Now let's create a Form file to merge with TABLE.DAT.

Press Shift+F9, 1 for Form, 1 for field and type in First. Press Tab Shift+F9 (Displays the Form codes) choose 1, for field, if you can't remember what the next field needs to be press F5, highlight the field name, and press Enter. The next time this option is chosen the file name is retrieved. Type the field commands for Department and Country separated by tabs. Save the file as TABLE.FRM.

Merge the file. Press Ctrl+F9, TABLE.FRM, Enter, 2, TABLE.DAT, Enter, Enter.


Question:
Is there any other way to merge a file?

Answer:
A new option is available to merge files that are being edited or created directly from the screen.

Clear the screen and retrieve TABLE.FRM. Delete Department and tab. It should look the way we want it to display.

How did we do that in 5.1?
The differences in 6.0 are actually when you merge a Data file with a Form file on a document screen.

Press Ctrl+F9, 1 for merge, delete the filename if any (Ctrl+End), make sure TABLE.DAT is in the Data file option and merge.

When a merge is performed the screen and Data file merge together on a free clear screen.


Question:
What other output options are available?

Answer:
Press Ctrl+F9, 1 for merge, Esc, and 3 for output options.
Output options:
Current Document -      This is the default for merge option when typing in a filename for the Form file and Data file.
Unused Document -      This is the default if merging a Data file with a document screen.
Printer -                  If you choose this option it sends the information to the printer as each record is merged.
File -                  We now have the option to merge to a file on disk.

Choose any of these options.


Question:
What options are available to Print Data files?

Answer:
Clear the screen and retrieve NAMES.DAT. Press Shift+F9. How do we print Data files in 5.1?

A new option is available to print Data files without having to merge or do search and replace to get rid of Hard Page Codes. Printing a Data file through this option will automatically remove the [HPg] codes and fill each page with names. It also defaults to print merge codes.

We have the option to change the display of the merge codes and the way they print.

Press 4, highlight Show Codes As Icons and highlight Hide Codes.

We are able to display/print as codes, icons or as nothing. This option is available for all types of merge files (Form, Data or Keyboard). The way the codes display on the screen is the way they will print.


Question:
We want to merge a person's name five times with the same Form file. In WP 5.1 how was it done?

Answer:
One way is to type the person's name five times in the Data file. Another might be to run the merge five times, or we might write a FOR statement to accomplish this task.

In WP 6.0 we now have an option that allows us to Repeat the Merge for each Merged Record. The merge can be completed up to 255 times.

Clear the Screen. Press Ctrl+F9, 1 for merge, Form name: TABLE.FRM, Data name: NAMES.DAT, press 4 and type in 5 for the number of repeats. Begin merging.


Question:
How are blank fields handled in 6.0?

Answer:
We now have an option that allows us to leave blank lines in or remove them.

Clear the Screen and reset Repeat Merge for each Data Record to 0. Merge BLANK.FRM and BLANK.DAT. We receive blank lines. Clear the screen and go back into Ctrl+F9.

Take a look at the Data file options. This screen gives us several more options. Number 6 is Blank Fields in a Data File.

Choose 6, it gives us two options: Leave Resulting Blank Lines and Remove resulting Blank Lines. Select Remove Resulting Blank Lines and merge. All blank lines should not display.


Question:
What about page breaks?

Answer:
There is a new option that allows us to get rid of all page breaks without having to use the Page Off command.

Merge BLANK.FRM and BLANK.DAT. Choose option 7 for Page Break between Merged Record. Default is page break and merge.


Question:
How envelopes merged?

Answer:
There is a new option to create an envelope for every record name we merge.

Clear the screen. Press Ctrl+F9, 1 for merge, Form file: LETTER.FRM, Data file: NAMES.DAT. Choose option 8 for Generate Envelope for each Data Record.

In the envelope screen, change the envelope size. Omit the Return address. Insert a Return address. Insert a Mailing address and also put a POSTNET Code.

Choose 4 for return address, insert your own name and address. Choose option 5 for mailing address, insert a field by pressing Shift+F9, 1 for field (field name: first) and (field name: country). Click on insert and merge.

Our letter is displayed. Pressing Home, Home, Down Arrow to see the envelopes.


Question:
What does Data Record Selection do for me?

Answer:
This option allows conditions for our merges. It is no longer necessary to pre-sort our Data files. It can be done from the screen.

Clear the screen. Merge TABLE.FRM and NAMES.DAT. Choose T for Data File Options.

Several options are available:
All records -                        All records will be merged in the Data file.
Mark Records to Include -      Allows you to mark certain names to merge with a Form file.

Choose Mark Records to Include. You are able to decide how to list the names in the Data file. Select First and press Enter. Mark the names to merge with an asterisk. Cancel out of this screen.

A range of numbers can be specified. This option is best if you have a large Data file and want to merge the first 500 names.

The last option is Define Conditions. This option replaces the sort option.

Click on Default Settings. This should set the Data Record Selection back to All Records. Choose Define Conditions.

In the Define conditions for Record Selection screen set four conditions. Press F4 for Examples. Explain Example. Click on Example of Valid Entries.

Click on OK, go to Define Conditions for Record Selection. Press option 1, to set the first condition. From a List Field Names option, choose Country and type in U.S.A. Tab to column 2 and choose First from the List Field Names box. Type A*;S*. Use the Down Arrow key and Shift+Tab to move to column 1. Type United Kingdom.

This will select all the names from USA begin with A and S. It will also select everyone from the United Kingdom regardless of their names.

Click on OK and then Merge.

Answer:

Details:


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