Microsoft Office Tutorials and References
In Depth Information
Churning Out Letters, Envelopes, and Labels for Mass Mailings
into the appropriate places in the form letter, envelope, or label document.
When the merge is complete, you can either save the form letters,
envelopes, or labels in a new file or start printing right away.
The following pages explain how to prepare the source file and merge
addresses from the source file with a document to create form letters,
labels, or envelopes. Then you discover how to print the form letters, labels,
or envelopes after you have generated them.
Word offers a mail-merge wizard ( wizard is Microsoft’s name for a
stepby-step procedure you can follow to accomplish a task). If you want to try
your hand at using the wizard to complete a mail merge, go to the Mailings
tab, click the Start Mail Merge button, and choose Step by Step Mail Merge
Wizard on the drop-down list. Good luck to you!
Preparing the source file
If you intend to get addresses for your form letters, labels, or envelopes from
an Outlook Contact List or Address Book on your computer, you’re ready
to go. However, if you haven’t entered the addresses yet or you are keeping
them in a Word table, Excel worksheet, Access database table, or Access
query, make sure that the data is in good working order:
Word table: Save the table in its own file and enter a descriptive
heading at the top of each column. In the merge, when you tell Word where
to plug in address and other data, you will do so by choosing a heading
name from the top of a column. In Figure 7-7, for example, the column
headings are Last Name, First Name, Street, and so on. (Chapter 4 of this
mini-book explains how to construct a Word table.)
Figure 7-7:
A Word
source table
for a mail
merge.
Excel worksheet: Arrange the worksheet in table format with a
descriptive heading atop each column and no blank cells in any columns. Word
will plug in addresses and other data by choosing heading names.
Access database table or query: Make sure that you know the field
names in the database table or query where you keep the addresses.
During the merge, you will be asked for field names. By the way, if you’re
comfortable in Access, query a database table for the records you will
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