Microsoft Office Tutorials and References
In Depth Information
Churning Out Letters, Envelopes, and Labels for Mass Mailings
d. Using the drop-down lists on the right side of the dialog box, match
the fields in your source file with the address block fields on the left
side of the dialog box. In Figure 7-9, for example, the Street field is
the equivalent of the Address 1 field on the left side of the dialog box,
so Street is chosen from the drop-down list to match Address 1.
e. Click OK in the Match Fields dialog box and the Insert Address Block
dialog box. The <<AddressBlock>> field appears in the document
where the address will go. Later, when you merge your document
with the data source, real data will appear where the field is now.
Think of a field as a kind of placeholder for data.
9. Click the Preview Results button on the Mailings tab to see real data
rather than fields.
Now you can see clearly whether you entered the address block
correctly. If you didn’t enter it correctly, click the Match Fields button (it’s
in the Write & Insert Fields group) to open the Match Fields dialog box
and make new choices.
10. Put the finishing touches on your form letters, labels, or envelopes:
Form letters: Click where the salutation (“Dear John”) will go and then
click the Greeting Line button. You see the Insert Greeting Line
dialog box, shown in Figure 7-10. Make choices in this dialog box to
determine how the letters’ salutations will read.
Figure 7-10:
Entering the
greeting.
The body of your form letter may well include other variable
information such as names and birthdays. To enter that stuff, click in your
letter where variable information goes and then click the Insert Merge
Field button. The Insert Merge Field dialog box appears and lists fields
from the source file. Select a field, click the Insert button, and click
the Close button. (You can also open the drop-down list on the Insert
Merge Field button and choose a field from the source file.)
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