Keyboard merges (WordPerfect, recent versions)

A keyboard merge is a specialized type of merge that prompts the user for input. This type of merge can be extremely useful for retainer letters, collection letters, memos, or similar form documents where you typically reuse most of the text but change certain specific bits of information (such as the retainer amount and the nature of the work to be undertaken).

To create a form file that uses keyboard merges, proceed as if you were creating a typical merge form file.

1. Starting with either a new document or an existing form file, position the cursor at the first point where you want users to enter information. Then click Tools, Merge, then click the Form document button, Create Form Document, Use file in active window.

2. When prompted, click No Association.

3. The Merge toolbar appears. Click the Insert Merge Code button, Keyboard.

4. In the Enter Prompt box, type a prompt to remind the user to input certain information, such as the retainer amount, the nature of the work, the hourly rate, etc., then click OK.

5. Repeat this step at each point in the form where you want to prompt the user to input information.

6. Format the form document exactly as you wish (for example, in a memo form, you might want to insert a date code on the Date: line), then click File, Save or File, Save As and give the form a name. Do not add a file extension; WordPerfect automatically adds the .frm extension to indicate that the file is a merge form file.

7. Close the file.

8. When you are ready to perform a keyboard merge, click Tools, Merge or press Shift F9. If you don’t see the document listed to the right of the Form Document button, click Form Document, File on Disk, and use the Browse button to locate the form file. Then click the Merge button.

9. A copy of the merge form file will open (the form file remains intact for future use). Enter the specific information for which you are prompted and either click the Continue button on the Merge toolbar or press Alt Shift C. That will take you to the next prompt.

10. Continue in this fashion until you have filled in all of the information (you can press Alt Shift C again or click the Stop button when you are done), then save the file as a separate document.

Advertisements