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Quick Reference > Chapter 11 Creating Form Letters and Labels

Chapter 11 Creating Form Letters and Labels

Page 229 To start the Mail Merge Wizard

On the Tools menu, point to Letters and Mailings, and then click Mail Merge.

229 To insert a data list from an existing file

1.
On the Tools menu, point to Letters and Mailings, and then click Mail Merge.

2.
In the Mail Merge task pane, select an option in the Select recipients area, and then click Next: Starting document at the bottom of the pane.

3.
Select the Use the current document option, if necessary, and then click Next: Select recipients at the bottom of the pane.

4.
Select the Use an existing list option, if necessary, and then click Browse in the Use an existing list area.

5.
Navigate to the folder containing the data list, and double click the data list.

229 To add a record to a data list

1.
On the Tools menu, point to Letters and Mailings, and then click Mail Merge.

2.
In the Mail Merge task pane, select an option in the Select recipients area, and then click Next: Starting document at the bottom of the pane.

3.
Select the Use the current document option, if necessary, and then click Next: Select recipients at the bottom of the pane.

4.
Select the Use an existing list option, if necessary, and then click Browse.

5.
Navigate to the folder containing the data list, and double click the data list.

6.
In the Mail Merge Recipients dialog box, click any field, and then click Edit to open the Data Form dialog box.

7.
Click Add New, if necessary, to clear the data fields.

8.
Enter the information into the fields.

9.
Click Close to close the Data Form dialog box.

229 To sort data in a data file

1.
On the Tools menu, point to Letters and Mailings, and then click Mail Merge.

2.
In the Mail Merge task pane, click the Next link, if necessary, until Step 3 appears in the wizard.

3.
Click Select a different list in the Use an existing list area to open the Select Data Source dialog box.

4.
Navigate to the data file and double-click it.

5.
Click the down arrow for the field by which you want to sort, and then click Advanced.

6.
Click the Sort Records tab to display the sorting options.

7.
Click the down arrow to the right of the Sort by box, and then click the field by which you want to sort.

8.
Select the Ascending or Descending option, and then click OK.

229 To filter records in a data file

1.
On the Tools menu, point to Letters and Mailings, and then click Mail Merge.

2.
In the Mail Merge task pane, if necessary, click the Next link until Step 3 appears in the wizard.

3.
Click Select a different list in the Use an existing list area to open the Select Data Source dialog box.

4.
Navigate to the data file and double-click it.

5.
Click the down arrow for the field by which you want to sort, and then click Advanced.

6.
Click the down arrow to the right of the Field box, and then click the files by which you want to filter.

7.
Click the down arrow to the right of the Comparison box, and then, if necessary, click Equal to.

8.
In the Compare to box, type the text that the record must match.

9.
Click OK twice to close both dialog boxes.

235 To use Outlook data in a form letter

1.
On the Tools menu, point to Letters and Mailings, and then click Mail Merge to open the Mail Merge task pane.

2.
In the Mail Merge task pane, select the Letters option, if necessary, and then click Next: Starting document at the bottom of the pane.

3.
Select the Use the current document option, if necessary, and then click Next: Select recipients at the bottom of the pane.

4.
Select the Select from Outlook contacts option, and then click Next: Write your letter at the bottom of the pane.

5.
Click OK, if necessary, to select your Outlook profile.

6.
Click a contact list, and then click OK.

7.
Clear the check boxes in the left column to exclude contacts from the mail merge.

8.
Click OK to close the Mail Merge Recipients dialog box.

9.
In the Mail Merge task pane, click Next: Write your letter at the bottom of the pane.

236 To insert a merge field into a form letter

1.
On the Tools menu, point to Letters and Mailings, and then click Mail Merge.

2.
In the Mail Merge task pane, if necessary, click the Next link until Step 3 appears in the wizard.

3.
Click Select a different list in the Use an existing list section to open the Select Data Source dialog box.

4.
Navigate to the data file, and double-click it.

5.
Click OK to close the Mail Merge Recipients dialog box.

6.
In the Mail Merge task pane, click Next: Write your letter at the bottom of the pane.

7.
On the Standard toolbar, if necessary, click the Show/Hide ¶ button to show formatting marks.

8.
In the document window, click the location where you want to insert the merge field, and then in the Mail Merge task pane, click the kind of field you want to insert.

9.
Click OK to accept the default settings.

239 To merge a data list into a form letter

1.
On the Tools menu, point to Letters and Mailings, and then click Mail Merge.

2.
In the Mail Merge task pane, if necessary, click the Next link until Step 3 appears in the wizard.

3.
Click Select a different list in the Use an existing list area to open the Select Data Source dialog box.

4.
Navigate to the data file, and double-click it.

5.
Click OK to close the Mail Merge Recipients dialog box.

6.
In the Mail Merge task pane, click the Next link until Step 5 appears in the wizard.

239 To add a merge field into the body of a form letter

1.
In the document window, scroll down to the location where you want to insert the merge field, and click to place the insertion point.

2.
In the Mail Merge task pane, click More items in the Write your letter section.

3.
Select the Database Fields option, and then in the Fields box, click the name of the field you want to add.

4.
Click Insert, and then click Close.

242 To create labels from a data file

1.
On the Standard toolbar, click the New Blank Document button.

2.
On the Tools menu, point to Letters and Mailings, and then click Mail Merge to open the Mail Merge task pane showing Step 1 in the wizard.

3.
In the Mail Merge task pane, select the Labels option, and then click Next: Starting document to proceed to Step 2.

4.
In the Mail Merge task pane, select the Change document layout option, if necessary, and then click Label options in the Change document layout area.

5.
Scroll down the Product number list, click the format you want for the labels, and then click OK.

6.
In the Mail Merge task pane, click Next: Select recipients to proceed to Step 3.

7.
In the Mail Merge task pane, select the Use an existing list option, if necessary, and then click Browse to open the Select Data Source dialog box.

8.
Navigate to the data file, and double-click it.

9.
Make sure that all the recipient check boxes are selected in the first column, and then click OK.

10.
In the Mail Merge task pane, click Next: Arrange your labels to proceed to Step 4.

11.
Click Address block.

12.
Click OK, and then in the Mail Merge task pane, click the Update all labels button in the Replicate labels area.

13.
Click Next: Preview your labels to proceed to Step 5.

14.
Click Next: Complete the merge.

242 To print labels

1.
After creating the label document, in the Mail Merge task pane, click Print.

2.
Click OK to open the Print dialog box.

3.
Select a printer, if necessary, and then click OK.

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