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

• Microsoft Word for Windows, versions 6.0, 6.0a, 6.0c
• Microsoft Word for Windows 95, versions 7.0, 7.0a
• Microsoft Word 97 for Windows

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 one of the following error messages.

Word 97

Word cannot merge documents that can be distributed by mail or fax without a valid mail address. Choose the Setup button to select a mail address data field.

Word 6.x/7.x

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

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

CAUSE

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.

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]

   [FAX:2065550187]

Word 97

For more information about merging to fax using e-mail, click the Office Assistant, type "How do I merge to fax using e-mail?," click to view "Print or send a mail-merge document," click Search, and then click to view "Distribute form letters to electronic-mail or fax addresses."

NOTE: If the Assistant is hidden, click the Office Assistant button on the Standard toolbar. If Microsoft Help is not installed on your computer, please see the following article in the Microsoft Knowledge Base:

   ARTICLE-ID: Q120802
   TITLE     : Office: How to Add/Remove a Single Office
               Program or Component

Word 95

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 6.0

For more information about merging to fax using e-mail, on the Help menu, click "Search for help on". Type in 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