Pitney Bowes DocuMatch, Application Notes

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78 DocuMatch
TM
Integrated Mail System
DocuMatch Application Notes
4. This brings up the Checking and Reporting Errors
window which gives you three options for checking
your data. Usually you will want to select “Simulate
the merge and report errors in a new document”.
When you click on OK, and then Merge, Word will
run quickly through your data and create a new
document that reports any errors it finds. You
should correct the errors in the database before
attempting a real merge.
To check for missing data in important fields, you can use
Word’s Query Options feature.
1. After setting up your merge, click on select Tools/
Mail Merge to display the Mail Merge Helper win-
dow.
2. Click on Query Options. If you get a message box
asking about Microsoft Query, click on No. This
displays the Query Options window. On this win-
dow, you can select which records you want Word
to work with. In this example, we are interested in all
the records that have blanks in the LASTNAME,
STREET, or CITY fields. Of course you should use
the correct field names for your data.
To find the records with missing data:
1. Start by clicking on the Filter Records tab if it is not
already displayed. Filtering allows you to select only
the records that meet criteria you set.
2. Click on the arrow to the right of the top row in the
Field column and pick the first field you want to
check (LASTNAME in this example).
3. Click on the arrow to the right of Comparison and
pick “is Blank”.
4. Now go down a row, click on the left-most arrow,
and choose “Or”. Continuing on the second row,
Checking Your Data before Processing, continued
Checking Your
Data in Microsoft
Word