Pitney Bowes DocuMatch Integrated Mail System Supplement

SV60725 Rev. A

First Edition, August, 1999

DocuMatch and SmartMailer are trademarks of Pitney Bowes, Inc. Microsoft, MS-DOS, Windows,

Access,FoxProandMicrosoftWordaretrademarksorregisteredtrademarksofMicrosoftCorporation.

Emulex and NetQue are trademarks of Emulex Corporation. Novell and NetWare are trademarks of

Novell Corporation. WordPerfect and Paradox are trademarks of Corel Corporation. Rumba is a

registeredtrademarkofWallData.AS/400isaregisteredtrademarkofInternationalBusinessMachines.

dBase is a trademark of Inprise Corporation. ZIP Code and PostNET are registered trademarks of the

UnitedStatesPostalService.Allotherdevicesand/orsoftwarementionedinthismanualaretrademarks

or registered trademarks of their respective companies.

retrieval system of any 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

thismaterial,theinformationinthisdocumentisprovided“asis,”with-

outwarrantyof any kind. This document maycontainerrorsand omis-

sionsandis subject to change without notice.PitneyBowes disclaims

all warranties, either express or implied, including the warranties of

merchantabilityandfitnessforaparticularpurpose.PitneyBowes shall

not be liable for errors contained herein, nor for incidental or conse-

quential damages in connection with the furnishing, performance or

use of this material.

These materials and the related software are confidential and propri-

etary property of Pitney Bowes, Inc. and may not be lent, sold, hired

out, or made available to others in any form, or be disposed of by way

of trade in any form, without the express written consent of Pitney

Bowes, Inc.

The data used in examples in this manual are fictitious unless other-

wise noted, and are intended solely to document proper use of the

software.

Contents

Host Software Installation Notes for Windows 95...........................3

Installing the Driver ................................................................................3

Installing the Envelope Designer............................................................3

Selecting the DocuMatch Driver and Setting Options on a

Windows 95 System ..............................................................................4

Testing Driver Installation .......................................................................5

Using DocuMatch on a Network ......................................................6

Using a Controlling PC...........................................................................6

Using the DocuMatch as a Shared Printer.............................................6

Using a Peer-to-Peer Network ...............................................................6

Guidelines for Network Use ...................................................................7

Print Manager and Timeouts for Windows 3.1 Users....................10

About Print Manager ............................................................................10

Setting Options in Print Manager.........................................................10

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 files from Word Perfect.......................................22

Running the Merge in Word Perfect 6.1...............................................23

Running the Merge in Word Perfect 7..................................................24

Using DocuMatch with SmartMailer for Windows ........................25

Printing Directly From SmartMailer ...................................................... 25

Printing Presorted Data with Another Application ............................... 26

Printing Presorted Data with Another Application ............................... 27

Handling Tray Breaks with Other Applications.....................................27

An Alternate Method of Processing the SRT File.................................28

Selecting the DocuMatch Driver from Microsoft Word 6 ..............29

Selecting the DocuMatch Driver from Word Perfect.....................30

Word Perfect Version 6.1 .....................................................................30

Network Connections ..........................................................................30

Accessing the DocuMatch Setup Screen ............................................31

Word Perfect V6.0 ................................................................................32

Selecting DocuMatch Driver Options.............................................33

Generate Mail Option ...........................................................................33

Document Tab......................................................................................33

Envelope Tab........................................................................................34

Inserts Tab............................................................................................34

Finishing 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......46

Printing Barcodes on Documents and Window Envelopes ..........47

Printing a Barcode on the Document...................................................47

Printing Just a Barcode on the Envelope.............................................47

Printing Just a Barcode on the Envelope.............................................48

Contents

ii DocuMatchTM Integrated Mail System

Selecting Printer Trays Using Microsoft Word or

WordPerfect ....................................................................................49

Using Word to Switch Paper Trays ......................................................49

Switching Paper Trays Using WordPerfect for Windows,

Version 6.1 ...........................................................................................50

Formatting Mail Merge Documents Using IF Fields in

Microsoft Word................................................................................53

Using IF Fields for Merge Field Dependent Text.................................. 53

Procedure for a ZIP+4 Example...........................................................53

Procedure for Using IF Fields for a Variable Length Address

Example ...............................................................................................55

Customizing Your Mailpieces with Selective Inserting,

Variable 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 Envelope Timeouts ...............................................................63

Host-Induced Slowdowns.................................................................... 64

Common Causes of Slow Printing .......................................................65

Inefficient Print Files .......................................................................66

Selecting, Storing, and Loading Materials.....................................69

Document Printer Paper ......................................................................69

Envelopes.............................................................................................70

Cut Sheets ...........................................................................................71

Contents

iii

DocuMatchTM Integrated Mail System

Contents

Inserts and Reply Envelopes................................................................72

Total Thickness Limits..........................................................................72

Envelope Content Thickness Evaluation..............................................73

Reducing Wasted Materials............................................................74

Preserve Output Order.........................................................................74

Examining System Reports..................................................................74

Examining Materials in the Outsort Bin................................................75

Checking Your Data before Processing .........................................76

Missing Data ........................................................................................76

Checking Your Data in SmartMailer for Windows................................ 76

Checking Your Data in SmartMailer for Windows................................ 77

Checking Your Data 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 Baud Rate......................................................................88

Restoring Standard Parallel Port Options ............................................89

Setting Paper Tray Options on DocuMatch Systems with

Lexmark Printers ..................................................................................90

Tray Options .........................................................................................90

Defining Trays.......................................................................................90

iv DocuMatchTM Integrated Mail System

DocuMatch Integrated

Mail System

Application Notes

These application notes were prepared by

the Pitney Bowes engineering staff to help

our customers take full advantage of the

DocuMatch System's capabilities.

The information 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 computer equipment.

2 DocuMatchTM Integrated Mail System

DocuMatch Application Notes

DocuMatchTM Integrated Mail System

DocuMatch Application Notes

1. Start Windows 95.

2. Close any applications which may be running, and

place the driver disk in your floppy drive.

3. Click on Start, then Run and type a:\setupdm in the

entry box. Substitute the correct drive letter if your

floppy is not drive A. Normally, you should accept the

default directories it proposes and if it says a directory

already exists and asks if you want to install anyway,

answer YES.

If you are installing the driver on a system for the first

time, the install program asks which port to use (usually

LPT1:) and whether you want to make the DocuMatch

the default printer (usually yes).I f you are installing the

driver for testing on a PC that does not have access to

a DocuMatch system, you may 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 correct drive letter if your floppy is not

drive A. Normally, you should accept the default direc-

tories specified by the install program. If the program

says a directory already exists and asks if you want to

install anyway, answer YES. This copies the appropri-

ate files into your WINDOWS\SYSTEM directory and an

ED directory, creating it if it does not already exist. The

install program gives you an opportunity to put the files

in a directory other than ED if you want.

Host Software Installation Notes for Windows 95

Installing the

Driver

Installing the

Envelope Designer

4 DocuMatchTM Integrated Mail System

DocuMatch Application Notes

1. Click on Start, then Settings, then Printers. You should

see an icon labeled Pitney Bowes DocuMatch.

2. Once the Driver is installed, there are several setup

options that affect printing performance. Access these

by clicking on My Computer/Printers/Pitney Bowes

DocuMatch. From the DocuMatch screen, select

Printer/Properties/ Details.

a. On the Port Settings tab, DO NOT select the Check

Port State before Printing box. If you do, the driver

may erroneously report that the printer is off-line.

b. On the Spool settings tab, you can choose to spool

print jobs or to send them directly to the printer.

Sending jobs directly to the printer is very much like

running with Print Manager turned off in Windows

3.1; the job will 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 size of the job.

With spooling on and Start Printing after First Page

selected, printing should start almost immediately,

and the application will also run as fast as it can.

This is the default choice and is the best option to

choose for most applications, unless jobs are

terminating early due to timeouts.

c. On the General tab, you should set the separator

page to None when generating mail. Any other

setting will cause errors when you run the job.

Host Software Installation Notes for Windows 95, continued

Selecting the

DocuMatch Driver

and Setting

Options on a

Windows 95

System

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