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Mail Merge With Labels

 

Introduction

Once you know how to create a data source, you can use that existing data to create labels. Of course, this is not the only way you can create labels in Microsoft Word. For example, you can create labels from scratch.

To create labels from scratch, on the main menu, click Tools -> Envelopes and Labels... In the Envelopes and Labels dialog, click the Labels property sheet. In the Address box, type your desired address. The Options button allows you to select a particular label format if the currently selected doesn't suit your need.

If you already have a source document such as created for a Mail Merge or another source, on the main menu, click Tools -> Mail Merge... From the Create Data Source dialog, the Get Data button and click Open Data Source... Microsoft Word will ask you to Setup A Main Document.

 

Practical Learning Practical Learning: Creating Labels

  1. In Microsoft Word, create a data source

  2. Once the data source has been created, proceed as in the next section to merge data.

  3. If you are already in Microsoft Word, on the main menu, click Tools -> Mail Merge...
    If Microsoft Word is currently running a Mail Merge, on the Mail Merge toolbar, click the Mail Merge Helper button.

  4. Form the Mail Merge Helper dialog, in the Main Document section, click Create -> Mailing Labels...

    If there was no open mail merge document, you receive the following dialog

    Active Document - New Main Document

    If you were already in the middle of a mail merge processing document, Microsoft Word wants to know whether you have decided to change your mind and want to switch from the current document to a label format.

    Create Labels

    After reading the content of either dialog, click New Main Document.

  5. In the Data Source section, click Get Data, and click Open Data Source...

  6. On the Open Data Source dialog, locate the C:\My Documents\Sales Contacts folder. From the list of files, click Valuable Car Customers and click Open.

  7. Now Microsoft Word wants to set up the main document.

    Setup Main Document

    After reading the content of the dialog, click Set Up Main Document.

  8. In the Product Number list, select 5160 - Address.

  9. Unless you have a good reason, accept the other defaults and click OK.

  10. In the Create Labels dialog, click Insert Merge Field and click FirstName

  11. Press Space.

  12. Click Insert Merge Field and click Last Name

  13. Press Enter

  14. Click Insert Merge Field -> Address

  15. Press Enter

  16. Click Insert Merge Field -> City

  17. Type ,

  18. Press Space

  19. Click Insert Merge Field -> State

  20. Press Space

  21. Click Insert Merge Field -> ZIPCode

    Create Field Labels

  22. Click OK and Click Close.

  23. When you are back in Microsoft Word, on the Mail Merge toolbar, click the View Merged Data button

  24. Review the labeled document.

  25. On the main menu, click File -> Save

  26. On the Save As dialog, select the C:\My Documents\Sales Contacts folder. From the list of files, click Sales Promotion Letter. In the File name, click to the right of Sales Promotion Letter, double-click Letter to select it, then type - Labels so that when you finish, the File Name displays Sales Promotion - Labels

  27. Click Save


 

 

 

Envelops

With Mail Merge, creating envelopes is made easy by using data from a created or existing data source.

If there is no existing source of data, you can create a new data source. On the other hand, if you or someone else has already created a data source, you can use its fields and insert them as information of envelopes.

Just like letters and labels, data you use when creating envelopes can come from any source including a text, a spreadsheet, a database, or a contact list. One feature you should configure is to add a return address.

 

Practical Learning Practical Learning: Using Envelops

  1. Start Microsoft Word if necessary

  2. If necessary, create a data source

  3. If you have already created a data source, on the Mail Merge toolbar, click the Mail Merge Helper button.
    If you are processing a Mail Merge yet, on the main menu, click Tools -> Mail Merge...

  4. From the Mail Merge Helper dialog, click Create -> Envelopes...

  5. When you receive the dialog, click New Main Document.

  6. In the Data Source section, click Get Data -> Open Data Source...

  7. Locate the folder where the data source is located. In this case, it might be the C:\My Documents\Sales Contacts folder.

  8. From the list of files, select Valuable Car Customers and click Open.

  9. Click Set Up Main Document

  10. In the Envelope Options dialog, accept the envelope size 10 and click OK.

  11. In the Envelope Address dialog, click Insert Merge Field -> FirstName

  12. Press Space.

  13. Click Insert Merge Field -> LastName

  14. Press Enter. Click Insert Merge Field -> Address

  15. Press Enter.

  16. Click Insert Merge Field -> City

  17. Type , and press Space

  18. Click Insert Merge Field -> State and press Space

  19. Click Insert Merge Field -> ZIPCode

  20. Press Ctrl + Home to position the cursor to the left of FirstName

  21. Click Insert Postal Bar Code...

  22. Click Merge Field With ZIP Code combo box and select ZIPCode

  23. Click the Merge Field With Street Address combo box and select Address

  24. Click OK

  25. Click OK.

  26. Click Close.

  27. To view the merged envelopes, on the Mail Merge toolbar, click the View Merged Data button .

  28. Navigate through different envelopes to see the result

 


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