Pitney Bowes DocuMatch Integrated Mail System Supplement

SV60725 Rev. A
First Edition, August, 1999
©1999 Pitney Bowes Inc.
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.
All rights reserved. This book may not be reproduced in whole or in part in any fashion or stored in a
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
3
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

DocuMatchTM Integrated Mail System
DocuMatch Application Notes
5
1. Click on the Generate Mail tab.
2. Click on Enter Setup.
3. Select Print Documents, then click on Save As… and
save the job as PRINT.JOB.
4. Click on OK to close the driver setup screen and return
to the DocuMatch Properties window.
5. Click on the General tab and then click on Print Test
Page. A single sheet with information about the driver
should print to the top of the printer.
If the test page does not print or jobs appear to print from
your application but nothing comes out on the DocuMatch,
first make sure that the port selected for the DocuMatch is
correct and that the system is connected to your computer.
Then click on My Computer/ Printers and double-click on
Pitney Bowes DocuMatch. If you have been experimenting
and there are jobs waiting to print, you may want to delete
them. To do this:
1. Select each one and press the Delete key.
2. Click on File and make sure that DocuMatch is the
default printer. If Pause Printing or Work Offline is
selected, click on it to deselect it. Any jobs waiting to
print should now start to print.
NOTE: If the driver is already installed on your system and
you upgrade to Windows 95, the driver may not work
properly after the upgrade. In this case, go to My Com-
puter/ Printers and remove the DocuMatch driver, then
restart Windows and reinstall the driver.
Host Software Installation Notes for Windows 95, continued
Testing Driver
Installation

6 DocuMatchTM Integrated Mail System
DocuMatch Application Notes
Using DocuMatch on a network is straightforward and easy
if you follow the recommendations in this application note.
Pitney Bowes has extensively tested DocuMatch in the
Novell Netware 3.12 environment and also with Windows
peer-to-peer networking.
The simplest way to use DocuMatch with a network is to
use one networked PC to drive the DocuMatch and directly
connect the DocuMatch to that PC. The controlling PC can
access shared data and documents through the network,
and all merging and formatting of data for the DocuMatch
is performed on that PC. In this case, the DocuMatch
driver only needs to be loaded on the controlling PC and
other PCs on the network could run different operating
systems.
Another option is to connect the DocuMatch directly to the
network as a shared printer. This allows multiple PCs to
share a single DocuMatch system. The Novell environment
allows a printer to be either directly connected to the file
server or remote from the file server, with a separate print
server. We strongly recommend the separate print server
option for two reasons: First, the print server gives you
much more flexibility in locating the DocuMatch. Secondly,
the separate print server option provides approximately
30% faster performance. Pitney Bowes offers a high
performance print server option that is easy to install. The
vendor’s installation procedure and setup administration
software are included with this kit (order H5N0). Please
refer technical questions concerning installation and ser-
vice of this print server to the vendor’s technical support
number included in the documentation.
With a peer-to-peer network, you do not need extra hard-
ware. The DocuMatch connects directly to one of the PCs
on the network and is set up as a shared printer. See your
Windows documentation for information on how to do this.
Using DocuMatch on a Network
Using a Peer-to-
Peer Network
Using the
DocuMatch as a
Shared Printer
Using a
Controlling PC

DocuMatchTM Integrated Mail System
DocuMatch Application Notes
7
Regardless of the print server connection, please follow
these guidelines:
• Make sure a current version of the DocuMatch driver is
installed on any PC sending jobs to the DocuMatch.
• Break up large jobs into smaller batches (i.e., runs of
one mail tray) on Windows 3.x platforms. The reason is
twofold. Because the network must first print the entire
job to a network queue, the delay before the job starts
printing can be quite long. Secondly, the large batches
require a lot of memory from the file server. Windows
95’s print spooler is much faster than Windows 3.1, so
the job will start much faster.
• Use the Verify Setup Option on the DocuMatch’s driver
screen if different users’ jobs require different materials.
When this option is selected, the system pauses before
printing each job and allows you to run test pieces so
you can make sure the correct materials are loaded.
• Have your system administrator setup the “Notify
Delay” to two minutes or longer if your network uses
that Novell Netware feature. This avoids false Offline
warnings when the DocuMatch prints reports.
• Make sure Banner pages are disabled when generating
mail. Banner pages are fine for document-only jobs.
• You should also turn off the Form Feed, Enable Tabs, or
Timeout options under Netware. You can access these
checkboxes under Windows 3.1 by:
- Double Clicking the Windows Control Panel
- Selecting the Printer's ICON
- Selecting the Pitney Bowes DocuMatch Driver
(normally the default)
- Selecting the Connect Button, then the Network
Button
Guidelines for
Network Use
Using DocuMatch on a Network, continued

8 DocuMatchTM Integrated Mail System
DocuMatch Application Notes
- Finally, selecting the Options Button
• You can access these checkboxes under Windows 95
by:
- Clicking on the Start Button, then selecting the
Settings menu item
- Selecting Printers and single clicking on the Pitney
Bowes DocuMatch Dx ICON
- Clicking the Right mouse button and choosing
Properties
- On the General Tab verify the following: Separator
Page (none)
• Now select the Details Tab and verify the following:
- Print to the following Port has your network queue
name selected. The pulldown arrow to the right
provides a list of choices
- Print using the following driver: Pitney Bowes
DocuMatch Dx
- The timeout settings should be 300 seconds for Not
Selected and Transmission Retry.
• Click the Spool Settings Button and verify the following:
- Spool print jobs so program finishes faster is
checked
- Start printer after first page is spooled is checked
- Spool data format: RAW
- All other entries under Spool Settings are un-
checked
• Click the Port Settings Button and verify the following:
- Spool MS-DOS print jobs is checked.
- Check port state before printing is not checked.
Guidelines for
Network Use
Using DocuMatch on a Network, continued

DocuMatchTM Integrated Mail System
DocuMatch Application Notes
9
• Click on Capture Settings and verify the following:
- Timeout: 0 seconds
- Form: 0
- Name: Unknown
- Job Banner is not checked.
- Copies: 1
- Expand Tabs is not checked.
- Form feed after job is not checked.
- End capture if disconnected is not checked.
• Don’t power down the DocuMatch when it is not in use.
Other users may want to use it; in addition, as the
system will be reported Offline to the Network System
Administrator.
Guidelines for
Network Use
Using DocuMatch on a Network, continued

10 DocuMatchTM Integrated Mail System
DocuMatch Application Notes
Print Manager is a Windows program that controls spool-
ing to printers. You can turn it on and off in the Printer's
section of the Control Panel. The choice to use Print
Manager depends on your application and how you use
your computer. If the computer is dedicated to the
DocuMatch or if you produce long mail runs (over 200
pieces per job) you will probably have the best results
running with Print Manager off. In this case, your applica-
tion sends data directly to the DocuMatch system. Mail
production starts as soon as your application has pro-
duced the first few pieces, but you can’t do anything else
with your computer until the mail run is almost over.
With Print Manager on, mail production will not start until
your application has generated the whole print job, which
might be 30 minutes or more, depending on the speed of
your machine and the size and complexity of the job. In
addition, you will need enough disk space available to hold
the entire print job. This could require tens of megabytes if
the job is long and complex. However, with Print Manager
on, you will regain control of your machine as soon as your
application has finished generating the print file so you can
do other things while the mail is being generated.
WordPerfect contains its own print spooling system which
is controlled from within WordPerfect. See Setting Up and
Running Merges with WordPerfect on page 19 for more
information.
Print Manager normally runs in the background. However it
does have a setup screen which you can access by
double-clicking on the Print Manager icon (usually in your
Main program group). You can only access Print Manager if
you have turned it on in the Printers section of the Control
Panel as described above.
Print Manager and Timeouts for Windows 3.1 Users
About Print
Manager
Setting Options in
Print Manager

DocuMatchTM Integrated Mail System
DocuMatch Application Notes
11
Microsoft has distributed two versions of Print Manager,
one with the original Windows 3.1, and an updated version
with Windows for Workgroups and the free Windows 3.11
update. The newer version is generally better. It has a
button bar to control printer operation and shows Version
3.11 under Help/About Print Manager.
For best performance with the DocuMatch system, set the
Printing Priority to High. In the 3.11 version make this
selection from the Print Manager’s Options/Background
Printing screen. In the 3.1 version make the selection
directly on the Options menu.
You can also select the default printer and connections
from within Print Manager if you have it turned on.
If you are using Microsoft Word with Print Manager en-
abled, you can have control returned to your PC even
faster if you turn on Background Printing. To do so:
1. Choose the Print tab under Tools/Options.
2. Select Background Printing.
NOTE: DO NOT use background printing if you are
using Microsoft Word 97.
Print Manager and Timeouts for Windows 3.1 Users, continued
Using Background
Printing

12 DocuMatchTM Integrated Mail System
DocuMatch Application Notes
Setting Timeouts
Print Manager and Timeouts for Windows 3.1 Users, continued
You may want to extend printer timeouts to avoid spurious
“busy” and “off-line” messages from the DocuMatch
system. The Windows Control Panel settings affect
timeouts only when Print Manager is running. If Print
Manager is off, follow this procedure to extend timeouts:
1. The driver installation process normally sets the default
timeout to 300 seconds. To adjust the timeout, use a
text editor or SYSEDIT to modify the WIN.INI file. This
is normally in the WINDOWS directory. Make a backup
copy of WIN.INI before making changes.
2. Open WIN.INI and find the
“DeviceNotSelectedTimeout=“ line. This tells Windows
how many seconds to wait before it shows an error
message if the system is off-line. (The timeout is
usually caused by pausing, Verify Setup, a jam or
supply-out condition).
A good setting is about 300. (The default is 15, but
driver installation automatically extends it to 300.)
3. Find the “TransmissionRetryTimeout=” line. This tells
Windows how many seconds to wait if the system is
not accepting data because it is busy.
Because of the complexity of the DocuMatch system,
also set this value to about 300. (The default is 45 but
driver installation automatically extends it to 300.)
4. Restart Windows to make these changes to take effect.

DocuMatchTM Integrated Mail System
DocuMatch Application Notes
13
Setting Up and Running Merges with MS Word for Windows
Word supports a variety of file formats for merge data,
including the following:
• Access, dBase, Foxpro, and Paradox data base for-
mats
• Lotus 1-2-3 and Excel Spreadsheets
• A variety of word processors
• Delimited ASCII text
The converters are not always installed when you install
Word, so if the one you need is missing, rerun the Word or
Microsoft Office Install program. It will tell you what is
installed and what other options are available. You can also
get other converters from Microsoft’s Web site or through
online services like America Online.
The internal error handling in the converters is sometimes
not very good. For example, if your machine does not have
the dBase converter installed and you try to open a docu-
ment that was created on another machine to merge with a
dBase file, Word may exit with a General Protection Fault
or other error message and offer no further explanation.
In the Office 97 Small Business Edition, Word Stand-alone
version, Microsoft Home Essentials, and perhaps other
versions of Office 97, the Data Access options are in the
Value Pack section of the Install. See Microsoft Knowledge
Base article Q180120 for further details.
If your merge data is in an ASCII file from another system
or application which is not supported directly by Word, you
must define the format of the file so Word can tell where
the fields and records begin and end.
• The first step is to find out exactly what character(s) are
used to mark field and record boundaries in your data
Importing Data

14 DocuMatchTM Integrated Mail System
DocuMatch Application Notes
Setting Up and Running Merges with MS Word for Windows,
continued
file. For example, one common format is to enclose the
field data in double quotes, separate fields with com-
mas, and mark the end of each record with a carriage
return/line feed pair. You may be able to find out the
format of your data from the supplier of the data or the
other application, or if necessary, you can use Word,
Notepad, or a text editor or file-dumping utility to
analyze the data.
• Make sure there are no control characters such as
escape sequences in the merge data. These can inter-
fere with the formatting of your file when you perform
the merge.
• Also check to make sure there are no blank lines or
extraneous characters at the end of the file. This will
generate errors on the last record when you do the
merge.
A word of caution: many text editors (such as the DOS
EDIT program) change the control characters in a file
without warning: tabs may be converted to spaces,
linefeeds to carriage return/linefeeds, etc. You can use
these to examine files, but be very careful about making
changes or saving over original copies.
In Word for Windows Version 6, there are some limitations
on the format of text files which are outlined on pages 682-
3 of the Microsoft Word Users Guide. If the field data is
enclosed in quotes, make sure the file is saved as a text file
and not a Word document, because Word’s “smart quote”
characters are not recognized as quotation marks for
merging.
In Word 97, the converter for TXT files assumes that the file
is comma delimited. If your file uses a different delimiter,
such as TAB, you may need to rename the file with an
extension other than TXT, or open it in Word and save it as