TITLE
    ClarisWorks: Transfer Data from FileMaker Pro for Mail Merge
Article ID:
Created:
Modified: 		54861
3/27/92
4/15/98
TOPIC

    A step-by-step guide to exporting your FileMaker Pro data to a ClarisWorks database for a mail merge

    This information was provided by Claris Corporation on 16 March 1998, and incorporated into Apple Computer's Tech Info Library.

DISCUSSION

    Here are instructions for moving your data from a FileMaker Pro database to a ClarisWorks database. Once moved, the data, such as names and addresses, can be used in a Mail Merge to print form letters.

    Note: ClarisWorks 4.0 includes an AppleScript application, called Mail Merge, to automate this with FileMaker Pro 2.x. It is in the ClarisWorks Scripts folder inside the ClarisWorks folder, along with a read me file with instructions. A modified version of this application, called Mail_Merge.FMP3, is available for merging from FIleMaker Pro 3.0. It is available on the Claris ftp server at: ftp://ftp.claris.com/pub/USA-Macintosh/Templates/ClarisWorks/Mail_Merge.FMP3.bin . It is also available on America Online in the Software Libraries:ClarisWorks folder

    Part One - Exporting the data out of your FileMaker Pro database
    To begin we must export your data from FileMaker Pro. Following are the steps:

    1. With your FileMaker Pro database on the screen, choose Export Records... from the Import/Export item of the File menu. If you are using FileMaker Pro 1.0 you will choose export from the file menu. Select "DIF" as the file type from the pop-up menu.

    2. Enter a file name. It may be helpful to place the suffix .DIF after the name. (For example: MyNames.DIF)

    3. If you are using System 7 (or later), click the Desktop button. Click on "OK".
    In FileMaker Pro 4.0 or 3.0: In the Export Field Order dialog box, indicate how you want FileMaker Pro to export the data (check your onscreen help for more details. Search for: "exporting, data- Exporting data from FileMaker Pro".)

    In FileMaker Pro 2.x or FileMaker Pro 1.0: In the Specify field order for export dialog box verify that each field you want to use in your mail merge has a checkmark to the left of it. Click to remove checkmarks from fields you don't want to export. Choose a format option for the fields. Click OK. You have now created and saved a data file.

    Part Two - Bringing the data into ClarisWorks
    Once you have the data file created from your FileMaker Pro database you must now bring that data into ClarisWorks. Follow these steps:

    1. Launch ClarisWorks. Since you do not need a new document, click Cancel.

    2. Choose Open from the File menu.

    If you are using ClarisWorks 1.0, click on the Import Options flag and select database. With all other versions of ClarisWorks, select Database in the Document Type drop-down menu.

    If using System 7, click the Desktop button. If not, navigate through your hard disk until you find the DIF data file you created in Part One.

    Double-click on the file or select Open. The DIF file will be converted to a ClarisWorks database in a standard list style format. The layout structures from your previous FileMaker Pro file are not retained.

    Part Three - Setting up the Mail Merge
    With the data now in a ClarisWorks Database you are ready to complete the process by setting up and using the mail merge. Complete instructions for mail merge can be found in the onscreen help. Following is a summary of the steps.

    1. Open your ClarisWorks word processing (or other) document.

    2. Click within your document where you want the merged data to begin and choose Mail Merge... from the File menu.

    3. After selecting the name of the open database, you are presented with the Mail Merge window. You can alternate between using the Insert Fields button to add merge fields to your document and typing into your document. Figure 1 shows a sample form letter with the Mail Merge palette window.

    4. When you're done, press the Print Merge... button to print a copy of each record currently visible in the database merged into your current document.

    When printing, ClarisWorks will remove lines that are completely blank and slide the rest of your data upwards. Although merged data will be visible only on the printout, use of a third party utility such as ClickBook or Print Previewer or printing to a Hewlett-Packard Printer with a print preview option will allow you to preview the print image on the screen.

Document Information
Product Area: Apple Software
Category: Claris Software
Sub Category: ClarisWorks

Copyright © 2000 Apple Computer, Inc. All rights reserved.