How to Create SAP R/3 Form Letters in Microsoft Word
SAP R/3 has a great interface for creating form letters using Microsoft Word. This tool has endless possibilities for your company. For an example, let’s assume you need to output SAP Human Resources employee data into Microsoft Word so that you can create a form letter to all employees.
1. Select a query to execute.
2. From the selection screen, use the Display As Table option and then execute your report.
3. When the output appears, rather than saving this file to Microsoft Excel, select the Word Processing button at the top of your Query Output. Doing so opens the Word Processor Settings dialog box. Press Enter to continue.
4. The dialog box that is displayed presents you with a number of options. You can designate whether you want to create a new Word document, use a current Word document (one that is currently “open” on your system), or use an existing Word document (one that is saved on your computer). Click the green check mark to begin the merge between SAP and Microsoft Word. Upon execution, SAP opens Microsoft Word.
5. An important thing to note is that your Microsoft Word application now contains a new mail merge toolbar that gives you the capability to insert your SAP fields into your Microsoft Word form letter. In Microsoft Word, press the Enter key to begin at a new line, and then select the Insert Merge Field button on the toolbar. In the drop-down list (or the Insert Merge Field pop-up window, in the case of Microsoft Office 2003), you see all the SAP fields contained in your original SAP Query.
6. As appropriate for your needs, select one of your SAP fields. It appears in brackets in your Microsoft Word document. Press Enter and insert another SAP field. Type some text into your Microsoft Word document, and then insert another SAP field
7. To preview the output of your form letter, click the ABC (View Merged Data) button from the mail merge toolbar
8. Use the Record selectors (forward and backward) buttons on the mail merge toolbar to view the various records.
Did you Know?
You can save your Microsoft Word merge document for repeated use. Next time you want to use the same form letter (but with the latest data from SAP), you need to reopen the SAP Query that serves as the source of the document, select the List, Word processing option from the menu, and then select the existing Word document radio button. You are then prompted to enter the name of your Word document where you saved the file. Microsoft Word will launch, displaying your existing form letter containing the latest data from your SAP system.
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