WD: Unable to Fax Mail Merge to Microsoft Fax from Word

ID: Q189019

The information in this article applies to:

Microsoft Word for Windows, versions 6.0, 6.0a, 6.0c
Microsoft Word for Windows 95, versions 7.0, 7.0a

SYMPTOMS

After you install Windows 95 and a version of Word listed at the beginning of this article, you cannot merge to fax when you use electronic mail (e-mail).

When you select mail merge to Electronic Mail you may receive the following error messages.

   Microsoft Exchange does not recognize <Phone Number>
   Would you like to:

      - Create a new address for  <Phone Number>
      - Change to

NOTE: You can send single faxes from Word without error.

CAUSE

This problem may be caused by either of the following:

An incorrect entry is contained in the Msmail.ini.
```
    -or-
```
The fax number field does not contain a corresponding address in the Exchange or Outlook Personal Address Book (Contact List).

RESOLUTION

To resolve this problem, use the appropriate method for your situation.

Method 1: When Using Exchange Only

To correct the Msmail.ini, follow these steps:

1. Click the Start button on the Windows 95 Taskbar.

2. Click Run.

3. Type "msmail.ini" (without the quotation marks), and then click OK.

   This starts Notepad.

4. In the [EFAX Transport] section, add the following line:

      LocalFax=1

5. Save and close Msmail.ini.

You can now merge to electronic fax.

Method 2: Use the Correct Fax Number Format

To prevent Exchange or Outlook from checking for an address in the Personal Address Book, change the phone number format to this format

   [FAX:NUMBER]

as in the following example:

   [FAX:2065550187]

Use this number format (including the brackets) for all fax numbers contained in the data source. Any record that does not use this format will return the error message. Using this number format will prevent Microsoft Exchange or Outlook from checking for a corresponding address in the Personal Address book.

STATUS

Microsoft has confirmed this to be a problem in the Microsoft products listed at the beginning of this article.

MORE INFORMATION

Word 7.0

For more information about merging to fax using e-mail, click the Answer Wizard on the Help menu, type "How do I merge to fax using e-mail?," click Search, click the topic "Distribute form letters to electronic mail or fax addresses" and then click Display.

Word 6.x

For more information about merging to fax using e-mail, on the Help menu, click "Search for help on." Type "Mail Merge," and click Display. Click "Mail Merge: Advanced techniques" and click Display. Click to view the topic "Merging documents to electronic mail or fax systems."

For additional information on other issues regarding faxing from Word, please see the following articles in the Microsoft Knowledge Base:

   ARTICLE-ID: Q155314
   TITLE     : WD: How to Format the Fax Number Field When You Merge to Fax

   ARTICLE-ID: Q139465
   TITLE     : Word for Windows 95: Problems Merging to Fax

   ARTICLE-ID: Q137160
   TITLE     : How to Fax a Document Using File Send and Exchange

Additional query words: AWFAX WIN95 mail merge print merge electronic fax faxing

Keywords          : kbdta winword word6 word7 word95 
Version           : WINDOWS:6.0,6.0a,6.0c,7.0,7.0a
Platform          : WINDOWS
Issue type        : kbbug
Solution Type     : kbpending

Last Reviewed: February 12, 1999