Microsoft KB Archive/212326

= WD2000: Merge to Fax Not Available =

Article ID: 212326

Article Last Modified on 11/25/2002

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APPLIES TO


 * Microsoft Word 2000 Standard Edition

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This article was previously published under Q212326





For a Microsoft Word 97 version of this article, see 142088.



SYMPTOMS
When you click Merge on the Merge toolbar or in the Mail Merge Helper and change the Merge to box, Electronic Fax may not be available as a mail merge option.



CAUSE
This problem can occur for one of the following reasons:
 * Your fax software is not set up correctly.

-or-
 * You do not have fax software installed.

-or-
 * Your fax software is not MAPI compliant.



RESOLUTION
To resolve this problem, follow the appropriate method or methods for your version of Microsoft Windows.

Method 1: Reinstall Your Fax Software
If your fax software is MAPI compliant or your fax software is not installed, reinstall it.

Method 2: Contact Your Fax Vendor
If your fax software is not MAPI compliant, contact your electronic fax vendor to upgrade to MAPI-compliant fax software.

For information about how to contact your fax/modem vendor, click the appropriate article number in the following list to view the article in the Microsoft Knowledge Base:

65416 Hardware and Software Third-Party Vendor Contact List, A-K

60781 Hardware and Software Third-Party Vendor Contact List, L-P

60782 Hardware and Software Third-Party Vendor Contact List, Q-Z

Microsoft provides third-party contact information to help you find technical support. This contact information may change without notice. Microsoft does not guarantee the accuracy of this third-party contact information.

For additional information about Microsoft Fax, click the article numbers below to view the articles in the Microsoft Knowledge Base:

187549 Microsoft Fax Does Not Appear in Add/Remove Programs

235713 How to Reinstall Microsoft Fax and Windows Messaging

196624 OL2000: (CW) Windows Messaging and Microsoft Fax with Windows 98

Microsoft Windows 2000
Although the Windows 2000 Fax Service does not explicitly enable the merge-to-fax option in Word 2000, it does support mail merge from Word using Outlook 2000 in Corporate or Workgroup mode.

For this functionality to work, you must install the Windows 2000 Fax Service and successfully configure Microsoft Outlook to send and receive faxes.

For additional information, click the article numbers below to view the articles in the Microsoft Knowledge Base:

227194 How to Configure Windows 2000 to Send and Receive Faxes

246151 How to Configure Outlook 2000 or a MAPI E-mail Client to Receive Windows 2000 Fax Service Messages

After you correctly configure the Windows 2000 Fax Service, follow these steps to perform a mail merge to fax in Word:  In your address list (data source), make sure the fax numbers are in the following format:

[Fax:xxx]

where xxx is the fax number of the recipient. Do not use parentheses or hyphens to separate the area code or prefix. Create your mail-merge main document, and then insert the appropriate MERGEFIELDS. Click Merge on the Mail Merge toolbar or in the Mail Merge Helper. Change the Merge to box to Electronic Mail, and then click Setup. In the Data field with Mail/Fax address box, select the merge field containing the fax number.</li> Click to select the Send document as an attachment check box.NOTE: If you do not select this option, Outlook sends the fax in plain text. For additional information, click the article number below to view the article in the Microsoft Knowledge Base:

244911 OL2000: Mail Merge to Electronic Mail Uses Plain Text

</li> Click OK.</li> Click Merge.</li></ol>

For additional information, click the article number below to view the article in the Microsoft Knowledge Base:

195716 OL2000: (CW) How to Type a Fax Number on the To Line of a Mail Message

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MORE INFORMATION
For more information about merging to fax, click Microsoft Word Help on the Help menu, type mail merge to fax in the Office Assistant or the Answer Wizard, and then click Search to view the topics returned.

Additional query words: efax electronic mail merge print merging faxing mailmerge present option

Keywords: kbmerge kbprb kbusage KB212326

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