Creating a Mail Merge Document from a Document Received

Occasionally you may receive a Microsoft Word document that you need to create a Vision 3 mail merge document from, for example, from your Health Board, or a local specialised service, a service authorisation template.

To turn a Microsoft Word document into a mail merge document within Vision 3:

1. Save the document to p:\wordproc\template\ and make a note of the name used.

2. Open Vision 3 if you have not already and select Utilities – Word Processor.

3. The Vision Word Processor screen displays, select Referral and then Create Template:

   

4. Microsoft Word opens on your screen, select File – Open.

5. Navigate to where you saved the incoming document, highlight it and select Open.

6. Your document displays, either:

   • Using the options available from Insert Merge Field add any data merges required, for example, Patient name, NHS Number, Address and depending on your settings in Options, various clinical merge options, or

   • If Insert Merge Field does not display on your toolbar, select the Mailings tab and from Select Recipients select Use an Existing List. Navigate to p:\wordproc\template\ and select the merge file required from:

     • mmrefer.txt – Restricted to referral merge options. This has the most options available, we therefore recommend using this option.

     • mmpract.txt – Restricted to practice merge options.

     • mmrecall.txt – Restricted to recall merge options.

     • mmpatnt.txt – Restricted to patient merge options.

   Now, place the merge option(s) where required in your document.

7. Once you have finished designing your mail merge template, select File – Save As and save the newly created template in p:\wordproc\template\ for Vision 3 and p:\wordproc\template\VA_Referrals for Vision Anywhere.

Your template is now available for use.