Use mail merge and Zetafax?        

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The easiest way to send out personalized faxes to multiple sources is to create your mail merge template within Microsoft Word and import your data from an excel spreadsheet.  By adding embedded commands to your document, small fax shots can be created that will send specific information to every client.  

 

Creating your mail merge template

•Open Microsoft Word ®.

•Start a new document, and add the text you wish to fax, along with fields you would like to change for each fax (for example: <name> and <date>).

•Ensure the Mail Merge Toolbar is shown (right click your mouse in the toolbar area and select the Mail Merge option).

•Select a data source (icon looks like a table).

•Browse to you excel spreadsheet of data and select the sheet that contains your information.

•This will allow you to use Mail Merge Fields within the document.

•Replace all the fields you have added to your document with merge fields using the insert merge fields option (6th from left).

•Add Zetafax fields to the top of your document, for example:

 

%%[TO:<fax no>,<recipientname>,<organisation>]

%%[subject: Support contracts due for renewal]

 

 

•Replace the fields with the relevant mail merge fields.

•Add a blank line at the very end of the document and type in %%[SEND]. This is the command that instructs Zetafax to automatically send all the faxes.

 

Sending your mail merge with a coversheet

•Ensure you have included the embedded command:

%%[COVERSHEET: <coversheet>]

 

•Change the field <coversheet> to the name of the coversheet you wish to add.  For example:

 

%%[COVERSHEET: MAILMERGE]

 

•Select the Merge to new document option from the mail merge toolbar.

•Print your new document to the Zetafax printer.

 

Sending your mail merge without a coversheet

•Select the Merge to new document option from the mail merge toolbar.

•Print your new document to the Zetafax printer.