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DocuMatch

TM

Integrated Mail System

DocuMatch Application Notes

13

Setting Up and Running Merges with MS Word for Windows

Word supports a variety of file formats for merge data,
including the following:

•

Access, dBase, Foxpro, and Paradox data base for-
mats

•

Lotus 1-2-3 and Excel Spreadsheets

•

A variety of word processors

•

Delimited ASCII text

The converters are not always installed when you install
Word, so if the one you need is missing, rerun the Word or
Microsoft Office Install program. It will tell you what is
installed and what other options are available. You can also
get other converters from Microsoft’s Web site or through
online services like America Online.

The internal error handling in the converters is sometimes
not very good. For example, if your machine does not have
the dBase converter installed and you try to open a docu-
ment that was created on another machine to merge with a
dBase file, Word may exit with a General Protection Fault
or other error message and offer no further explanation.

In the Office 97 Small Business Edition, Word Stand-alone
version, Microsoft Home Essentials, and perhaps other
versions of Office 97, the Data Access options are in the
Value Pack section of the Install. See Microsoft Knowledge
Base article Q180120 for further details.

If your merge data is in an ASCII file from another system
or application which is not supported directly by Word, you
must define the format of the file so Word can tell where
the fields and records begin and end.

•

The first step is to find out exactly what character(s) are
used to mark field and record boundaries in your data

Importing Data

«
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17
18
19
20
21
...
»

Содержание DocuMatch

Страница 1: ......

Страница 2: ... type or transmitted by any means electronically or mechanically without the express written permission of Pitney Bowes While reasonable efforts have been made to ensure the accuracy of this material the information in this document is provided as is with out warranty of any kind This document may contain errors and omis sions and is subject to change without notice Pitney Bowes disclaims all warr...

Страница 3: ...0 Using Background Printing 11 Setting Timeouts 12 Setting Up and Running Merges with MS Word for Windows 13 Importing Data 13 Using the Mail Merge Toolbar 15 Running the Merge 16 Address Detection Errors 18 Setting Up Files for Merging with Word Perfect for Windows 19 Importing ASCII Data into Word Perfect Version 6 0 20 Importing ASCII Data into Word Perfect Version 6 1 21 Accessing Database fil...

Страница 4: ...inishing Tab 35 General Tab 36 Saving and Retrieving Job Setups 38 Address Detection Options 38 Exiting the Driver Setup Screen 39 Document Printer Setup Options 39 Automating Operations under Microsoft Word 6 41 Printing to a File with the DocuMatch Driver 44 Printing to a File from Microsoft Word 44 Sending a Print File to the DocuMatch 45 Printing an Address that Does Not Appear on the Document...

Страница 5: ...iable Length Documents and Variable Envelope Data 56 What s a Control Page 56 Setting Up Documents with Control Pages 58 Running Jobs with Control Pages 59 Control Page Command Summary 59 Setting Up and Running Jobs with a Variable Number of Printed Pages 59 Table of Control Page Commands 60 Control Page Limitations 62 Diagnosing Waiting for Host messages 63 Factors Affecting Speed 63 Complex Enve...

Страница 6: ...ata in Microsoft Word 77 DocuMatch Job Cancelling Tips 80 Using Rumba to Print to the DocuMatch from an AS 400 System 81 Printing from Rumba 81 Using the DocuMatch with an HP JetDirect Print Server 83 Configuring the DocuMatch Printer 83 Testing the Link 83 Connecting DocuMatch to a Serial Port 85 Cable Requirements 85 Setup at DocuMatch 86 Setup at the PC 87 Testing the Connection 88 Changing the...

Страница 7: ...nformation in this book can help you customize your mailings speed up printing operate in a networked environment and use various word processing and database applications to help run your mail merges more smoothly Some notes are technical in nature and are directed at users familiar with the software programs mentioned or at system adminis trators responsible for configuring and main taining comp...

Страница 8: ...2 DocuMatchTM Integrated Mail System DocuMatch Application Notes ...

Страница 9: ... want to choose FILE here If you do the system prompts you for a file name when you try to print You can then send the file to a PC that does have access to a DocuMatch and print the file there 1 Exit any applications that may be running 2 Insert the first AddressRight Printing System for Win dows 95 disk in your floppy drive 3 Click on Start then Run type a setup and hit Enter Substitute the corr...

Страница 10: ...start printing immediately but the application will be tied up until printing is complete With spooling turned on and Start Printing after Last Page selected operation is like running with Print Manager turned on under Windows 3 1 the applica tion processes the job as quickly as it can but printing will not start until the application has fin ished This may take several minutes depending on the si...

Страница 11: ...correct and that the system is connected to your computer Then click on My Computer Printers and double click on Pitney Bowes DocuMatch If you have been experimenting and there are jobs waiting to print you may want to delete them To do this 1 Select each one and press the Delete key 2 Click on File and make sure that DocuMatch is the default printer If Pause Printing or Work Offline is selected c...

Страница 12: ...tch system The Novell environment allows a printer to be either directly connected to the file server or remote from the file server with a separate print server We strongly recommend the separate print server option for two reasons First the print server gives you much more flexibility in locating the DocuMatch Secondly the separate print server option provides approximately 30 faster performance...

Страница 13: ...creen if different users jobs require different materials When this option is selected the system pauses before printing each job and allows you to run test pieces so you can make sure the correct materials are loaded Have your system administrator setup the Notify Delay to two minutes or longer if your network uses that Novell Netware feature This avoids false Offline warnings when the DocuMatch ...

Страница 14: ... Port has your network queue name selected The pulldown arrow to the right provides a list of choices Print using the following driver Pitney Bowes DocuMatch Dx The timeout settings should be 300 seconds for Not Selected and Transmission Retry Click the Spool Settings Button and verify the following Spool print jobs so program finishes faster is checked Start printer after first page is spooled is...

Страница 15: ... is not checked Copies 1 Expand Tabs is not checked Form feed after job is not checked End capture if disconnected is not checked Don t power down the DocuMatch when it is not in use Other users may want to use it in addition as the system will be reported Offline to the Network System Administrator Guidelines for Network Use Using DocuMatch on a Network continued ...

Страница 16: ...ght be 30 minutes or more depending on the speed of your machine and the size and complexity of the job In addition you will need enough disk space available to hold the entire print job This could require tens of megabytes if the job is long and complex However with Print Manager on you will regain control of your machine as soon as your application has finished generating the print file so you c...

Страница 17: ...gh In the 3 11 version make this selection from the Print Manager s Options Background Printing screen In the 3 1 version make the selection directly on the Options menu You can also select the default printer and connections from within Print Manager if you have it turned on If you are using Microsoft Word with Print Manager en abled you can have control returned to your PC even faster if you tur...

Страница 18: ...lly in the WINDOWS directory Make a backup copy of WIN INI before making changes 2 Open WIN INI and find the DeviceNotSelectedTimeout line This tells Windows how many seconds to wait before it shows an error message if the system is off line The timeout is usually caused by pausing Verify Setup a jam or supply out condition A good setting is about 300 The default is 15 but driver installation auto...

Страница 19: ...ers is sometimes not very good For example if your machine does not have the dBase converter installed and you try to open a docu ment that was created on another machine to merge with a dBase file Word may exit with a General Protection Fault or other error message and offer no further explanation In the Office 97 Small Business Edition Word Stand alone version Microsoft Home Essentials and perha...

Страница 20: ...e end of the file This will generate errors on the last record when you do the merge A word of caution many text editors such as the DOS EDIT program change the control characters in a file without warning tabs may be converted to spaces linefeeds to carriage return linefeeds etc You can use these to examine files but be very careful about making changes or saving over original copies In Word for ...

Страница 21: ...ermine its format and if necessary displays a dialog for you to verify the delimit ers Once the data source has been opened you can proceed to add the merge fields to your document This is done using the Insert Merge Field button on the Mail Merge toolbar To see what your document will look like after merging click the button marked ABC on the toolbar You can use the arrow keys on the toolbar to c...

Страница 22: ... and three dots on the Mail Merge toolbar Under Merge To it is usually best to choose Printer This will send your job directly to the printer rather than a new document On this screen you can also choose whether to run the whole job or just a range of records To practice you can produce just the first 10 mail pieces of the job by choosing 1 to 10 under Records to be Merged If your job is over abou...

Страница 23: ...r in Word 6 Printer and then on Options to call up the DocuMatch Setup screen It is usually best to leave Display this screen on every print job unchecked If you select this option the Setup screen displays automatically at the start of each job allowing you to make changes to the job settings This may be conve nient but certain changes such as fonts used on enve lopes do not take effect until the...

Страница 24: ...for the address detection error will be one more than the record that caused the problem Use the ABC button and the record number entry on the Mail Merge toolbar to go to the problem record and see what is wrong Sometimes adjusting margins or font sizes or removing extra blank lines will make all the documents fit on the same number of pages If you are using search mode in the driver to locate ad ...

Страница 25: ...by WordPerfect you must define the format of the file so WordPerfect can tell where the fields and records begin and end The first step is to find out exactly what character s are used to mark field and record boundaries in the data file For example one common format encloses the field data in double quotes separates fields with commas and marks the end of each record with a carriage return line f...

Страница 26: ...age return and linefeed as the record delimiters click on the arrow to the right of the entry box and select Carriage Return then click again and select Line Feed The entry box will show CR LF A double quote in the Encapsulated box indicates that the field data is surrounded by double quotes 4 When the definitions are done check the selections as follows a Select Tools Merge and then click on Form...

Страница 27: ...rings up the Convert File Format dialog 4 Choose ASCII DOS Delimited Text You ll see the Import Data dialog box Specify the data type as ASCII Delimited Text and next to Import As choose Merge Data File 5 Check that the file name and delimiters are correct then click on OK This converts the data into a merge data file which is displayed in the active window Check it as described above save it and ...

Страница 28: ... merge file 1 Click on Insert Spreadsheet Database Import 2 Click next to Data Type for a list of the supported database formats If yours is not on the list you may be able to add it by installing the appropriate converter from your installation disks 3 Next to Import as choose Merge data file 4 Click on the folder button next to Filename and select your file 5 Click on OK A list of the fields in ...

Страница 29: ...ment which contains the results of the merge You can then examine the results of the merge and if all is OK print the merged document to the DocuMatch system This is helpful for testing or if you are printing in batches of no more than a few hundred pieces but can be very time consuming if you are running large batches It also consumes large amounts of disk space A better method for large jobs is ...

Страница 30: ...ts of several hundred records as described earlier rather than printing it all at once Note that WordPerfect does not reset fonts margins etc to their defaults at the beginning of each document Thus the format of the second and subsequent documents may not match the first document To prevent this choose the fonts and other settings explicitly at the beginning of the master document to make sure th...

Страница 31: ...mouse button to display and choose from the list of the available fields Save the envelope layout when you are done 4 When you are ready to run the job click on File Print DocuMatch Jobs to bring up the Print DocuMatch Jobs dialog 5 Click on the Locate buttons to select a Job file to use and the envelope layout you created These settings will become the defaults for the database 6 It is often conv...

Страница 32: ...ng The system will produce your mail run offsetting the first mail piece of each tray in the DocuMatch stacker If your job requires printed documents you can save SmartMailer s presorted output file and import it into an application like Microsoft Word 1 Import your data into SmartMailer 2 Postal code it as you normally would 3 Click on Process Mail Presort Advanced Setup and make sure the Presort...

Страница 33: ...es to put in each mail tray A simple way of doing this is to refer to the presort reports to see how many pieces are in each tray Then use your applica tion to produce the mail in batches of one tray Each time the DocuMatch completes a job you know there will be a complete tray in the stacker If you print in batches of one tray you do not need to select Preserve output order You can also use the P...

Страница 34: ...file you can simply rename the file using File Manager or Windows Explorer to a new file with a DBF extension Make sure you choose a different name from your original file or it will be overwritten DO NOT try to reopen the renamed SRT file with SmartMailer If you want to make changes you must make them in the original database and postal code and presort again Using DocuMatch with SmartMailer for ...

Страница 35: ...T1 etc named in the DocuMatch Peripheral line does not match the port your DocuMatch is connected to you need to go into the Windows Control Panel and correct it 3 Click Options to bring up the Driver Setup screen This is where you set up the DocuMatch system for you job requirements When the Setup screen first displays it shows the most recent settings used or a default set if this is the first t...

Страница 36: ...he Pitney Bowes Docu Match line scrolling up or down in the list if necessary If there is no DocuMatch line your driver has not been installed correctly If your DocuMatch system is connected via a network you can change network connections from here Step Action 1 Click Options and Network 2 Select the appropriate network queue 3 If the port is incorrect you must go to the Win dows control panel to...

Страница 37: ... Click OK to return to the Select Printer dialog 3 Once you have selected the printer click Select to enter your selection and return to the Print dialog 4 On the print dialog click on Options and make sure that Booklet printing Print in reverse order and print documents Graphically are not selected 5 Click on close to return to your document Selecting the DocuMatch Driver from WordPerfect continu...

Страница 38: ...t is wrong you can click Connect and correct the connection Scroll through the list of ports and click on the correct one usually LPT1 For testing purposes you can select FILE at this point and then when you print from your applica tion you will be prompted for a file name Perfor mance is usually better if you select Fast Printing Direct to Port on this screen Click OK when you are done making cha...

Страница 39: ...trol Panel to change the selections Otherwise the system will use the last set of selections you made It is generally best to leave this option unselected because if it is selected and you make changes to the job setup they may not take effect until the following job which is confusing Changes that affect the fonts used on envelopes for example will be delayed until the next job if you are printin...

Страница 40: ...re stored in the ED directory or in another direc tory if you specified that when you installed the driver On the Select Envelope Layout window you can pick an envelope layout file If the Preview box is checked a sample of the envelope will be displayed if you click once on its file name To see a larger version of the Preview point to the preview and click on the right mouse button If the Warning ...

Страница 41: ...ers until it is empty then automatically switch to the other feeder The Selective Inserting box allows you to specify which feeders to use on a piece by piece basis This option requires you to include a control page in your document This option is grayed out unavailable unless you select Document Includes Control Page on the General tab See pages 56 through 62 for information on control pages On t...

Страница 42: ... with other users or are running a series of jobs that require different materials If necessary you can also change the feeder selections from the DocuMatch control panel Once you are satisfied with the setup you press Run Job on the DocuMatch control panel and the whole job will be produced You should discard any test pieces since the system starts the job from the beginning when you press Run Jo...

Страница 43: ...ts which are printed at the end of the job The Job Summary report shows the configuration of the job how many pieces were produced and how many items were fed from each of the feeders The Comprehensive report shows this information in addition to detailed information about any stops that occurred during the job From the DocuMatch control panel you can choose which feeder is used for report printin...

Страница 44: ...his session and have not saved them the driver will ask if you want to save the settings when you click on OK on the main window Be careful not to overwrite a previously defined setup that you want to keep The Address Info button on the Document tab brings up a dialog that controls the details of how the driver locates envelope addresses in your documents If you choose Search the driver looks on t...

Страница 45: ...Customizing your Docu ments starting on page 56 An address in a control page will override any address in your document When your destination address is on the control page you should set the Address Detection mode to Search When you have made your selections press OK If you have made any changes and have not saved them a dialog displays prompting you to save the changes If you answer yes the chan...

Страница 46: ...lider to Conservative may resolve the problem The Generate Mail tab provides another way to access the mail generation setup screen The Graphics tab lets you adjust graphics settings for the printer 300 DPI dots per inch will reduce Waiting for Host and Printer out of Memory problems at the expense of slightly reduced graphics quality 600 dpi gives the best graphics quality Dithering affects how g...

Страница 47: ...ed several examples below The following string selects the DocuMatch printer assum ing it is connected to LPT1 FilePrintSetup Printer Pitney Bowes Docu Match on LPT1 To program WordBasic to change the DocuMatch setup 1 Bring up the Mail Setup screen as described in the DocuMatch Software Users Guide 2 Write down the sequence of keystrokes required to make the changes This is usually a series of Ta...

Страница 48: ...tup screen and sends it the appropriate keystrokes SendKeys m jc docmatch mailjobs sample job enter enter 1 FilePrintSetup Options The above sequence automates the following operations 1 Calls up the driver setup screen 2 Types alt m selects Generate Mai l 3 Types alt j brings up Select Job dialog 4 Types c docmatch mailjobs sample job specifies job name 5 Presses enter accepts job name 6 Presses ...

Страница 49: ...em DocuMatch Application Notes 43 SendKeys enter 1 now do the merge MailMerge Destination 1 MergeRecords 1 From 1 To nrecs Suppression 0 MailMerge FileClose 2 close without saving Automating Operations Under Microsoft Word 6 continued ...

Страница 50: ...Bowes DocuMatch and then click on Connect One of the choices usually toward the bottom of the list will be FILE If you highlight this selection and click on OK the system will prompt you for a file name each time you print on the DocuMatch To change it back return to Control Panel Printers Con nect and choose the normal port usually LPT1 In Windows 95 1 Click on Start Settings Printers 2 Right cli...

Страница 51: ...send print files to directories more than one level down from a drive s root directory For example writing to C TEST OUTPUT PRN will work but C TEST DOCMATCH TESTFILES OUTPUT PRN will not To send a print file to the DocuMatch 1 Open a DOS window 2 Use the COPY command with the b switch to send the print file to the DocuMatch as a binary file Example if your file is on the A drive and is called TES...

Страница 52: ...nt and will not print but the sys tem will pass the address to the driver so that it will be recognized and printed properly on the envelope If your mailpiece does not include a laser printed docu ment you can still have the system print addresses on envelopes and include any cut sheets or inserts In this case 1 Create a simple one page document that has only the fields you want included in the ad...

Страница 53: ... printing Postnet barcodes To put a Postnet barcode on your document first set up a mail merge with a postal coded database that includes the ZIP ZIP4 and DPBC fields Position the cursor where you want the barcode to appear usually above or below the destination address type the character and then insert the ZIP ZIP4 and DPBC fields followed immediately by the character There should be no spaces o...

Страница 54: ...the full address on the document including the delivery point digits just as you would if you were printing both addresses and barcodes on the envelopes In the Envelope Designer lay out the envelope as you normally would but click on Edit Prefer ences and select Don t print destination addresses For this type of envelope you will generally print the barcode in the lower right and you will want a m...

Страница 55: ...pecify which trays to use You can pick the same tray for all the pages in a document or one tray for the first page and a different tray for the rest If you choose Default Tray the application will use what ever tray is specified in the Driver s setup screen If you choose Auto Select it will feed from one tray until that tray is empty then automatically switch to the other tray Upper Tray forces t...

Страница 56: ...in document choose Insert Break and click on Section breaks Next page Remove any page break that is already there leaving just the section break Now place the cursor after the section break in the main document and make the desired tray selections first page from upper rest from the lower in this example Finally you must move the cursor onto the control page and choose the same tray as the last pr...

Страница 57: ...per types position the cursor at the top of each page where a tray change is supposed to occur 4 Choose Format Page Paper Size highlight the defini tion you want to use for that page and click on Select If you want to change trays during document printing make sure you specify a definition for the first page Otherwise for the second and subsequent pieces in a job WordPerfect uses the tray that was...

Страница 58: ...me internal GDI resources This problem occurs when using Microsoft s printer drivers as well not just with DocuMatch The only known solution under Windows 3 1 3 11 is to break up your runs into jobs of about 200 pieces and exit and restart Windows between jobs This problem does not occur in Windows 95 Switching Paper Trays Using WordPerfect for Windows Version 6 1 ...

Страница 59: ...ears when the ZIP4 field has data in it To do this first set up the mail merge as usual and then follow this procedure Step Action 1 Insert the 5 digit ZIP field into the document as usual 2 Position the cursor right after the ZIP field 3 Click on the Insert Word Field button which normally appears on the Mail Merge Toolbar 4 Select If Then Else from the list of choices The IF definition window ap...

Страница 60: ...here are a variable number of lines in the address Selecting Don t print blank lines when data fields are empty on the Merge Setup Screen eliminates gaps in the addresses when they are printed if a line is missing in the middle of the address However this may cause the body of the letter to move up and down on the page depending on how many address lines are printed To prevent this use an IF field...

Страница 61: ...ual to and leave Compare to blank 6 In the Insert this Text hit the Enter key 7 Leave the Otherwise Insert this Text box blank Note that for this to work correctly the field must be com pletely empty not filled with spaces If it is filled with spaces you must type the correct number of spaces in the Compare to entry area To see the IF field you have entered select Tools Options View and select Fie...

Страница 62: ...o groups and defining the appropriate job setup for each group In some cases however such sort ing may not be possible or desirable Why Because it s best to have each job be as large as possible to qualify for the maximum postal presort discount In these cases use the control page feature to pass the necessary information to the DocuMatch print driver A control page is a specially formatted page c...

Страница 63: ...ertising fliers or standard forms can be accumulated within the document collation and folded A reply ope mor postcard can be added The entire package is then inserted in the envelope and sealed ready to go to your Pitney Bowes postage meter All this is done by one integrated mail system at speeds up to 900 mailpieces per hour With selective inserting your database controls what cut sheets and ins...

Страница 64: ... data from fields in your database The fields will not usually contain the required feeder commands However most word processors provide a way to use the field data to generate the commands In Microsoft Word you can use IF commands to accomplish this Please see page 53 of this book and pages 697 to 702 of the Microsoft Word 6 Users Guide for more information on this subject A typical example follo...

Страница 65: ...the Inserts Tab This overrides any feeder selections on this tab and uses the selections from the control page instead If you are using selective stacking select it on the Finishing tab The table on the next two pages summarizes the com mands available for use with control pages The detailed use of some of these commands is explained elsewhere Running Jobs with Control Pages Control Page Command S...

Страница 66: ...Doesn t Feed 1 Feed sheet feeder InsertF 0 Don t Feed Controls Doesn t Feed 1 Feed Insert Feeder MsgLine 1 line text string Prints the text Uses message as a message from envelope on envelope layout Error if no mes sage line is de fined Return Start 1 or more text Prints the text Uses return lines below as return add address from command ress on envel envelope ope Error if no layout return address...

Страница 67: ... been a address destination start ZipBreak 1 First piece of a Used to mark a No break new group tray or package 0 Not first piece break for pre sorted mail First piece is off set in stacker Also if pieces need to be re generated after a jam system ensures all pieces are stacked on the correct side of the break Stacker U Send to upper Controls selectiveLower stacker stacker stacking on L Send to lo...

Страница 68: ...where the first page comes from one document printer tray and other pages come from the other tray In this case the tray for the last page can vary from document to document there is no easy way in Microsoft Word to adjust the control page tray accordingly Since WordPerfect and other applications do not automati cally reset the orientation and tray selection during a merge one way to circumvent th...

Страница 69: ...tor which may affect the production rate is the amount of data printed on the envelopes If your addresses are unusually long or you are printing several message lines or a full return address the system speed may be paced by the envelope printing time This usually occurs only with zero or one printed sheets When this occurs the system will pause and print about 6 envelopes then produce the corresp...

Страница 70: ...stem will continue from where it left off The first step in determining the cause of Waiting for Host messages is to determine whether the slowdown is in your PC or somewhere else in the system You can do this by setting the PC to print to a file rather than to the DocuMatch This eliminates network or communication delays as a possible cause Make sure the print file in on a local hard drive not on...

Страница 71: ...d next to Total memory in the display The amount of memory shown in the Windows Control Panel 386 Enhanced Virtual Memory in Windows 3 1 is NOT the amount of RAM on your machine In Windows 95 you can click on Start Settings Control panel and double click on Sys tem The amount of memory shown on the General tab is the RAM on your system The host PC processor speed may be too slow Best performance i...

Страница 72: ... print job may have been canceled at the host Press Cancel on the DocuMatch control panel and go through the job canceling procedure at the host You may need to cycle the DocuMatch power off and then on to clear out the rest of the canceled job See DocuMatch Job Canceling Tips on page 80 Another cause of slow mail production is a print file that contains a large amount of bitmapped graphics In som...

Страница 73: ...s click on each graphic item scanned signature or letterhead for example to select it If it is outlined in black and the control handles are solid black boxes it is acceptable If it is not outlined and the handles are empty squares Float over text is selected The job will print much more efficiently if you turn this option off With the object selected click the right mouse button and then click on...

Страница 74: ...es are called Frames in Word 6 To insert a text box or frame click View and Page layout to switch to Page Layout mode Then click on Insert and Text box Frame in Word 6 click and drag where you want the text box located and type the text in the box When you click on a text box it will be outlined with a diagonal pattern Make sure any text boxes do not overlap on your document or their contents will...

Страница 75: ... at a time and lined up against the left side of the tray Do not overfill trays If you are adding paper to a tray it is best to put the new paper on the bottom so that unused paper will not remain in the tray any longer than necessary Load preprinted forms and letterhead stock into the docu ment printer with the side to be printed facing up If you are C folding the documents or doing a plain print...

Страница 76: ...nstruction proper storage is especially important for envelopes If they be come too dry some envelopes will develop curled flaps which can cause flap opening problems Too much mois ture can cause envelopes to warp or curl excessively which can cause feeding problems Always store enve lopes in closed boxes until ready for use It is best to remove the envelopes from the DocuMatch hopper and return t...

Страница 77: ... grain long Another test is to moisten the paper by rubbing one side of a sheet with a damp paper towel If the paper is grain long it will curl along the 8 1 2 edge making a long tube Spot varnished materials generally work well but glossy stock with varnish covering the whole sheet is sometimes so slippery that it causes problems in the folder Materials with a high static charge can cause feeding...

Страница 78: ...es so that they rest gently on the sides of the materials If the tray is not full slide the paddle to the right to support the materials Be careful not to overfill the tray or push the paddle too hard against the stack If the materials are packed in too tightly the first several pieces will not feed reliably For reliable inserting the total thickness of the package to be inserted into the envelope...

Страница 79: ...ard 10 Folded brochure Use thickness in 001 inches Envelope Content Thickness Evaluation Folded portion 4 sheets max Pages x Factor Total Laser printed sheets _____ _____ _____ 1st Cut Sheet 0 or 1 _____ _____ _____ 2nd Cut Sheet 0 or 1 _____ _____ _____ Insert _____ Total thickness must be less than or equal to 60 _____ Selecting Storing and Loading Materials continued ...

Страница 80: ... not select this option unless the exact sequence must be maintained If you are processing presorted mail and only need to ensure that each piece ends up in the correct mail tray the ZIP Break feature is generally a better option Any of the DocuMatch job reports will indicate the number of AJR attempts in that job but these reports do not indi cate the cause On the DocuMatch control panel you can ...

Страница 81: ...cut sheet s are missing there was a failure to feed in the cut sheet feeder Try running with plain materials in the cut sheet feeders Check for out of spec materials or exces sive static buildup in the cut sheets If the envelope flap is closed there was a failure to open the flap Make sure the envelope flaps are not stuck shut If the address is printed upside down or on the wrong side of the envel...

Страница 82: ...s an excellent job of checking for valid addresses and correcting invalid addresses when possible However it does not automatically examine any of the other data in your database to make sure that the addresses are complete For example SmartMailer will include all the addresses with missing apartment numbers in its error report but it does not check for missing data in the Last_Name field However ...

Страница 83: ...ddresses Select Group highlight the name of the group and click on OK If there are any records that match the criteria you have selected they will display so you can review and if necessary edit or delete them When you are finished working with the group you can select Addresses Select All and you can view all your data Note that any group filters you have defined will be saved with your database ...

Страница 84: ...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 th...

Страница 85: ...he Mail Merge toolbar and the arrow keys next to it to view any records missing data in the fields specified Note that the record numbers displayed are not the same as the record num bers in the original data to fix any problems you will have to find the bad records in the unfiltered database and correct them if necessary Depending on the size of your database the format of your data and the speed...

Страница 86: ... indicate that the job has ended If you have canceled in Word but not at the DocuMatch the control panel will say Waiting for Host If you have canceled in both places the control panel will say Canceling Job To clear this condition 1 On Word s Mail Merge toolbar click the ABC button so a merged document is displayed 2 Select File Print and OK to send the document to the printer If the control pane...

Страница 87: ... procedure assumes that you already have installed Rumba on the PC and you can log in to the AS 400 1 Install the DocuMatch driver on the PC For testing purposes when the installation program asks what port to print to you can pick FILE 2 Start Rumba Printer select an AS 400 print queue then right click on the DocuMatch under PC Printer Queues Select Output Destination This directs the selected AS...

Страница 88: ...n your profile so that the system will remember them 8 When you are ready to print send your AS 400 job to the queue you selected in step 2 The job should now print on the DocuMatch or if you set the DocuMatch to print to a file you will be prompted for a file name You can save the print files to a floppy disk on the PC To run them later insert the floppy in a PC with a DocuMatch system and enter ...

Страница 89: ... is displayed 4 Hit the same Menu key briefly 3 times until IEEE 1284 Mode is displayed 5 Hit the Select Down key until OFF displays 6 Hit the Feeder Select key until a displays 7 Hit Menu several more times until READY displays 8 Turn the DocuMatch off connect it to the print server and turn it back on These steps disable the DocuMatch s bidirectional com munications which conflict with the JetDi...

Страница 90: ...hit System Options and then Backup on the DocuMatch control panel a couple of times If the test page prints now the printer is talking to the HP box but you have not suc ceeded in turning off the IEEE 1284 mode Repeat steps 1 7 above and try again Using the DocuMatch with an HP JetDirect Print Server continued Testing the Link ...

Страница 91: ...ments contain any significant graphics content the DocuMatch system will not operate at full speed on a serial port connection If speed is an issue and or you need a longer cable than that supported by the serial connection you can use a network connection or a parallel port extender The Model PI 32A R3 PC Parallel Distance Extender available from Black Box at 724 746 5500 is a good choice Here ar...

Страница 92: ...e printer offline 4 Enter the following commands on the printer control panel inside the top cover a Press and hold Menu until CONFIG MENU is displayed b Press Menu several times until I O PARALLEL is displayed c Press Select Up until SERIAL is displayed d Press Feeder Select A should appear next to Serial indicating that it is selected e Press Reset Enter to save the changes The printer will now ...

Страница 93: ...anel and use the procedure above to change them until they match this list exactly When the test pages are correct hit Backup on the main control panel until DocuMatch System Ready is displayed You also need to configure the PC s serial port To do this 1 Click on Start Settings Control Panel and double click on System to bring up the system Properties dialog 2 Select the Device Manager tab and dou...

Страница 94: ...ect Properties Generate Mail Enter Setup to bring up the driver setup window 3 At the top left corner select Print Documents then click on OK and Yes to save the changes This sets the driver for plain printing 4 Back at the Properties window click on the General tab and click on Print test page A sample page should print to the top of the DocuMatch If not check the cable connections and on the Det...

Страница 95: ...e every thing works properly If you are trying to use high baud rates print several pages preferably with graphics and examine the results carefully to make sure there are no data errors If you do get errors use a shorter cable or a slower speed If you want to go back to the standard parallel port you need to repeat this process but undo the changes you have made At the DocuMatch printer panel at ...

Страница 96: ...ays As shipped all DocuMatch printer trays are set to plain paper If you specify a particular paper tray when you set up your mail job using DocuMatch Job Designer the system will feed from that tray until the paper supply runs out then it will switch to any other tray that still has paper If this is not what you want you can redefine the trays from the laser printer s control panel To change the ...

Страница 97: ... Reset Printer 3 Select Ready 4 Paper Menu 5 Select Paper Source 6 Paper Size 7 Paper Type 8 Select Tray 1 Type Tray 1 is top tray 9 Press and until Current sel the tray you want to ection will set is displayed have an 10 Select 11 Press and until Current sel the tray you want to ection will set is displayed have an 12 Select SAVED for a sec ond then returns to tray selection menu Printer Control ...

Страница 98: ...ned as a plain paper tray To correct this 1 Restart the DocuMatch 2 On the DocuMatch control panel press System Op tions System Setup Report Setup 3 Set the reports to feed from a tray that you defined as a plain paper tray Note that the printer cannot tell what type of paper is actually loaded in its trays If you put plain paper in a letterhead tray for example the system will not display an erro...

Страница 99: ...Index ...

Страница 100: ...ment 47 Printing on an envelope only 48 Printing on window envelopes 48 Barcoding Using SmartMailer 25 Baud Rate Setting the Serial port 88 Bitmapped Graphics As a cause of slow printing 66 Block Mode 38 of Address Detection 39 Busy Messages 12 C C Folding 34 C Folded Inserts 35 Cancelling a Job 80 Chaining Cut sheets 35 Stacker 35 Checking Data before Processing 76 Checking Data in SmartMailer 76...

Страница 101: ...ems 90 Destination Address On control page 39 Destination End Control page command 61 Destination Start Control page command 61 Device Options Tab Out of memory errors 40 Display this screen on every print job 17 33 DocuMatch Driver Options 33 Document Includes Control Page 35 37 Document Tab 33 DOS EDIT Program Changes control characters 20 Driver Setup screen 29 Driver Installation Windows 95 3 ...

Страница 102: ...ns 33 Graphics Settings Making 40 Graphics Tab Using the 40 H HP JetDirect Print Server Printing to DocuMatch 83 I IF Fields Merging field dependent text 53 Using for variable length addresses 55 Importing Data For mail merges 13 Insert feeder 34 InsertF Control page command 60 Inserts C Folded 35 Selecting storing and handling 72 Specifying type and fold of 34 Inserts Tab 34 Installing DocuMatch ...

Страница 103: ...lowdowns 64 Network Peer to peer 6 Using DocuMatch on a 6 Waiting for host messages 66 Network Connections Selecting from print dialog box 30 Network Use Guidelines for 7 Networking 6 O Off line Messages 12 Office 97 13 converters 13 Options Setting on WIN 95 system 4 Out of Memory Errors 40 Output Order Preserve 36 Outsort Bin Examine contents to reduce waste 75 P Pages Number of laser printed in...

Страница 104: ... port connection 85 Speed 63 To a file 17 44 Printing Envelopes Set up using the envelope tab 34 Printing Performance Setup options that affect 4 Printing Priority Setting the Windows 3 1 11 PS_BRK Field 27 Q Query Options MS Word 78 R Reply Envelopes Selecting storing and handling 72 Report Comprehensive 37 Job Summary 37 Reports Selecting which to print 37 Return End Control page command 60 Retu...

Страница 105: ...erver Link 83 Print Driver Installation 5 Serial port connection 88 Thickness Limits Total Insert 72 Timeout Adjusting the 12 Timeouts 10 11 Setting 12 WIN 3 1 10 Toolbar Mail merge 15 Total Thickness Limits Determining 72 Tray Breaks Handling 27 Tray Options For Lexmark equipped systems 90 U UpperCSF Control page command 60 V Variable Envelope Data Using control pages for 56 Variable Length Docum...

Страница 106: ...DocuMatch Application Notes Index Cancelling a job 80 Running a mail merge 23 Word Perfect 7 Running a Merge in 24 WordBasic Using to automate operations 41 WordPerfect Mail merging 20 Z Z Folding 34 ZIP 4 53 ZipBreak Control page command 61 ...

Страница 107: ...Printed on recycled paper ...

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