FAQ: Frequently Asked Questions

This page is designed to answer questions that are not covered by the Merlin Tutorial, which should be the first place to look if you need help.

This page is for your convenience and will change as new FAQs arise.

Click on the questions listed below and you will be taken to the question and answer furthed down the page.

If, after consulting this page, you still need to get in touch with Merlin Support, please do remember that we need the following information in your e-mail:

In the subject line please put your practice name, followed by the Merlin Professional version number (click here to find out how to determine this).

In the main text section please include precise details of what the problem is. If your email is about an error message in Merlin Professional, please detail exactly what the message says. Also make sure you tell us what you did last (click here). The more details you provide, the better and faster we can diagnose the problem.

It may sound as though we are asking for a lot but, in order to diagnose your specific problem, we need this information. Please don't ignore this, since we'll just have to ask for this information if you don't include it and this will delay the solution of your problem.

NOTE: In the answers to the following questions it is assumed that Merlin has been installed in a folder called 'Merlin Professional'. However, some versions of Merlin are installed in a folder called 'Merlin'. Please ensure you know which version you are using.

• Installation

  • What operating platform do I need to use Merlin Professional?
  • Do I need any previous computer experience?
  • Do I need Internet access?
  • What if I don't have Internet access?

• Support Issues

  • How do I find out what version of Merlin Professional I have?
  • What if I get error messages?
  • Where do I find the install.log & phoenixlog.txt file?
  • Why do I have no EDI option?

• Reports & data location

  • Where do I find the Recalls data?
  • Where do I find the Due to Lapse data?
  • Where do I save the Failed to Return report to?
  • Where do I find the Payments Due data?

• Downloading & Installing Files

  • What does downloading files mean?
  • How do I download a file from your website?
  • How do I install a downloaded file?

• Printer Callibration

  • How do I calibrate my printer to print GP17s?

• Internet Issues

  • What do I do if I get a socket error 11001?

• Network Issues

  • How do I share my hard drive with the other machines?
  • How do I find a drive of a network computer using network neighbourhood and copy a file?

• Windows Issues

  • Where do I find Windows Explorer?
  • How do I see what's on my computer?
  • How do I open a file or folder?
  • How do I open a file which is placed in My Documents?
  • How do I copy a file or a folder?
  • How do I send a file or folder to a disk (zip-drive)?
  • How do I back-up my Merlin data with Windows?
  • How do I create a shortcut?
  • How do I create a shortcut in a folder?
  • How do I put a shortcut on the desktop?
  • How do I create a folder?
  • How do I change the name of a file or folder?
  • How do I delete a file or folder?
  • Where can I find out more about Windows?

• Microsoft Office Issues

  • Merlin uses Microsoft Office technology to produce various different reports, form letters (recalls) etc. In order for you to understand these issues we strongly recommend you go and find one of the many Office courses local educational establishments offer. It isn't difficult, but you will need to understand some terminology and procedures fairly comprehensively in order to get the most out of Merlin Professional. Here are some of the more common questions regarding working with MS Office.
  • How do I create a mail merge document using Word 2000?
  • How do I create a form letter using Word 2000?
  • How do I create mailing labels using Word 2000?
  • How do I create a mail merge document using Word XP/2003?
  • How do I create a form letter using Word XP/2003?
  • How do I create mailing labels using Word XP/2003?
  • How do I change information in a Word mail-merge data source?
  • How do I edit existing data records?
  • How do I add new data records?
  • How do I add new data fields?

How do I create a mail merge document using Word 2000?

How do I create a form letter using Word 2000?

1. Create a letter or open a letter which you already use and on the "Tools" menu select "Mail Merge". You should see 3 steps.
2. The first step is to choose the type of merge you want to do. In this case, it's a letter so click the "Create" button and select "Form Letters...". You'll now get the choice of using the letter you've created, or creating a new document from scratch. Choose to use the letter you've created by clicking "Active Window".
3. Now you're at step 2, selecting the data source. Click on the "Get Data" button and choose the option "Open Data Source..."
4. The next point is crucial - you MUST change the "Files of Type" from "All Word documents" to "Text Files" since Merlin outputs its merge data as a text file.
5. Now click drop down the "Look in" list and navigate back up to your C drive, then into Program Files\Merlin Professional\Templates\Recalls\Data. You should now see the file "Recalls.txt" which Merlin generated. Select this and click the "Open" button. What you've done is tell Word that it will get its merge data from the Recalls.txt file which is in fact created by Merlin Professional. This is what "links" Merlin to Word.
6. You may now get a message saying that Word found no merge fields in your document. If so, click the "Edit Main Document" button as we're now going to enter the fields.
7. You'll now be looking at your letter again. Click in the document where you want a field to go and thus position the flashing insertion point bar. Notice that on the toolbar at the left there should be a button marked "Insert Merge Field". Click on the button and choose the field you want to insert.
8. Repeat the insertion of fields wherever you want them, remembering to put in spaces where required. You can of course start with a blank document and type and insert fields as you go along.
9. hen you're finished, save the document, with an easily recognisable name, into Files\Merlin Professional\Templates\Recalls. Now you're all set. When you run a recall in Merlin, it will show you the open file dialog box pointing into the Recalls folder and you can choose the document you just created, then Click on "Merge to New Document" on the Task Bar..

Tip:
You can view the resulting form letters before you print them or send them online. To do this, click on the File menu and click Print Preview.

Note:
When you have printed your recalls and are closing down the program, you will be asked if you want to save the document/template. The answer should always be "NO".

How do I create mailing labels using Word 2000?

1. Open a Word Document and on the "Tools" menu, select "Mail Merge". You should see 3 steps.
2. The first step is to choose the type of merge you want to do. In this case, it's labels so click the "Create" button and select "Mailing Labels...". You'll now get the choice of using the document you've created, or creating a new document from scratch.
3. Choose "New Main Document"
4. Now you're at step 2, selecting the data source. Click on the "Get Data" button and choose the option "Open Data Source..."
5. The next point is crucial - you must change the "Files of Type" from "All Word documents" to "Text Files" since Merlin outputs its merge data as a text file.
6. Now click drop down the "Look in" list and navigate back up to your C drive, then into Program Files\Merlin Professional\Templates\Recalls\Data. You should now see the file "Recalls.txt" which Merlin generated. Select this and click the "Open" button. What you've done is tell Word that it will get its merge data from the Recalls.txt file which is in fact created by Merlin Professional. This is what "links" Merlin to Word.
7. Now Click on "Set Up Main Document"
8. In the Label Options screen, find and Select the labels you use. Click on OK.
9. You will now find yourself in the "Create Labels" screen.
   Click on the label where you want a field to go and thus position the flashing insertion point bar.
   Click on the "Insert Merge Field" and choose the field you want to insert.
10. Repeat the insertion of fields wherever you want them - remember spaces and lines.
11. When you have finished, save the document with an easily recognisable name, into C:\Program Files\Merlin Professional\Templates\Recalls. Now you're all set.

Tip:
You can view the resulting labels before you print them or send them online. To do this, click on the File menu and click Print Preview.

Note:
When you have printed your recalls and are closing down the program, you will be asked if you want to save the document/template. The answer should always be "NO".

How do I create a mail merge document using Word XP/2003?

How do I create a form letter using Word XP/2003?

1. Create a letter or open a letter which you already use and on the "Tools" menu select "Letters and Mailings", then select "Mail Merge Wizard" - ensure that "Show mail merge toolbar" is checked.
2. Select document type - "Letters". Click "Next".
3. Select starting document - "Current document". Click "Next".
4. Select recipients - "Existing list". Click "Browse…"
   The next point is crucial - you must change the "Files of Type" from "All Word documents" to "Text Files" since Merlin outputs its merge data as a text file.
5. Now click the drop down "Look in" list and navigate back up to your C drive, then into Program Files\Merlin Professional\Templates\Recalls\Data. You should now see the file "Recalls.txt" which Merlin generated. Select this and click the "Open" button. What you've done is tell Word that it will get its merge data from the Recalls.txt file which is in fact created by Merlin Professional. This is what "links" Merlin to Word. Click "Next".
6. You will now see the "Mail Merge Recipients" box. You can edit the list here or Click on "OK". Click "Next".
7. If you started with a blank page, you can now write your letter.
   To insert Merge Fields, click "More Items…" and ensure that "Database fields" is checked.
   Insert the fields in the required place and order - remember spaces and lines.
8. When you're finished, save the document, with an easily recognisable name, into C:\Program Files\Merlin Professional\Templates\Recalls.

When you run a recall in Merlin, it will show you the open file dialog box pointing into the Recalls folder and you can choose the document you just created, then Click on "Merge to New Document" on the Task Bar..

Tip:
You can view the resulting form letters before you print them or send them online. To do this, click on the File menu and click Print Preview.

Note:
When you have printed your recalls and are closing down the program, you will be asked if you want to save the document/template. The answer should always be "NO".

How do I create mailing labels using Word XP/2003?

1. Create a letter and on the "Tools" menu select "Letters and Mailings", then select "Mail Merge Wizard" - ensure that "Show mail merge toolbar" is checked.
2. Select document type - "Labels". Click "Next".
3. Select starting document - "Label options". Click "Next".
4. In the "Label Options" box, select the label you are using. Click "Next".
5. Select recipients - "Existing list". Click "Browse…"
   The next point is crucial - you must change the "Files of Type" from "All Word documents" to "Text Files" since Merlin outputs its merge data as a text file.
6. Now click the drop down "Look in" list and navigate back up to your C drive, then into Program Files\Merlin Professional\Templates\Recalls\Data. You should now see the file "Recalls.txt" which Merlin generated. Select this and click the "Open" button. What you've done is tell Word that it will get its merge data from the Recalls.txt file which is in fact created by Merlin Professional. This is what "links" Merlin to Word. Click "Next".
7. You will now see the "Mail Merge Recipients" box. You can edit the list here or Click on "OK". Click "Next".
8. To insert Merge Fields, click "More Items…" and ensure that "Database fields" is checked.
   Insert the fields in the required place and order - remember spaces and lines.
9. When you're finished, save the document, with an easily recognisable name, into C:\Program Files\Merlin Professional\Templates\Recalls.

When you run a recall in Merlin, it will show you the open file dialog box pointing into the Recalls folder and you can choose the document you just created, then Click on "Merge to New Document" on the Task Bar..

Tip:
You can view the resulting form letters before you print them or send them online. To do this, click on the File menu and click Print Preview.

Note:
When you have printed your recalls and are closing down the program, you will be asked if you want to save the document/template. The answer should always be "NO".

How do I change information in a Word mail-merge data source?

How do I edit existing data records?

1. Display the data source in the Data Form dialog box.
2. Edit the records you want to change. To locate a data record you want to change, click Find, and then search for information that you know the record contains.
3. To save changes to the data source, click View Source, and then click Save.

How do I add new data records?

1. Display the data source in the Data Form dialog box.
2. Click Add New.
3. Type the information for each field, and then press ENTER. If no information exists for a particular field, press ENTER to skip the field. Do not type spaces in the box.
4. Repeat step 3 for each new record.
5. When you finish adding records, click View Source, and then click Save.

How do I add new data fields?

1. Display the data source in a document window.
2. On the Database toolbar, click Manage Fields.
3. In the Field name box, type a name for the new field, and then click Add.
4. To add the new field information to each record, click Data Form, and then edit the records in the Data Form dialog box.