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Printing, Faxing and E-Mailing a Document
The document is printed on the paper through printer connected to the computer. You can print a single page, range of pages, even/odd pages or a whole document. You can print several copies of a single document. It is basic need of the user to make a print of the document on the printer.
Microsoft Word also allows the user to see the appearance of the document on the screen before to send it to printer. It is referred to as Preview of document.
Microsoft Word also has a feature to send the document by fax or by e-mail.
Mail-Merge
The most important feature of Microsoft Word is the mail-merge in which the records of a database are merged into text of document. It is a very shortcut method used to create form letters, mailing labels, envelopes etc. For example to send result cards to all the students of a college, the mail-merge method is used. A result card is a Form that contains the same text or graphics and is filled with different records. The mail merge has three elements:
Form File – It is the main document that contains same text or graphics of the main Form.
Data Source – It is the database that contains related records that are inserted into the main Form. It may be a database created in MS-Access or dBase, Worksheet created in Excel or text file. You can create a database by using the Mail Merge Helper.
Merge Fields – These are the fields of the database that are used in the Form file or main document to retrieve the records of the database.
For example, if database or data source has four records then after applying the mail-merge, four letters, one for each record, are automatically generated.