Microsoft Office Tutorials and References
In Depth Information
Churning Out Letters, Envelopes, and Labels for Mass Mailings
need. As you find out shortly, Word offers a technique for choosing
only the records you want for your form letters, labels, or envelopes.
However, by querying first in Access, you can start off with the records
you need and spare yourself from having to choose records in Word.
A Word table, Excel worksheet, or Access table or query can include more
than address information. Don’t worry about deleting information that isn’t
required for your form letters, labels, and envelopes. As you find out soon,
you get to decide which information to take from the Word table, Excel
worksheet, or Access table or query.
Merging the document with the source file
After you prepare the source file, the next step in generating form letters,
labels, or envelopes for a mass mailing is to merge the document with the
source file. Follow these general steps to do so:
1. Create or open a document.
• Form letters: Either create a new document and write your form
letter, being careful to leave out the parts of the letter that differ
from recipient to recipient, or open a letter you have already written
and delete the addressee’s name, the address, and other parts of the
letter that are particular to each recipient.
• Envelopes: Create a new document.
• Labels: Create a new document.
2. On the Mailings tab, click the Start Mail Merge button.
3. Choose Letters, Envelopes, or Labels on the drop-down list.
4. Prepare the groundwork for creating form letters, envelopes, or labels
for a mass mailing.
What you do next depends on what kind of mass mailing you want to
• Form letters: You’re ready to go. The text of your form letter already
appears on-screen if you followed the directions for creating and
writing it in Step 1.
• Envelopes: You see the Envelope Options dialog box, where, on the
Envelope Options and Printing Options tabs, you tell Word what size
envelope you will print on. See “Printing an Address on an Envelope,”
earlier in this chapter, for instructions about filling out these tabs
(see to Step 6). A sample envelope appears on-screen.
• Labels: You see the Label Options dialog box, where you tell Word
what size labels to print on. See “Printing a Single Address Label (Or
a Page of the Same Label)” earlier in this chapter, if you need advice
for filling out this dialog box (refer to Steps 4 through 7).