for Microsoft Word 6.0, 7.0, 97, 98, 2000 and XP
Do you have a list of customers or friends? Would you like to send them letters, specials, cards, newsletters or invoices? Do you currently type these up individually? Mail merge will save you time.
Mail Merge for Microsoft Word is the program to write a single document (e.g.: a letter to your customers), insert a field within this document which contain information like names, address, phone numbers, and have Word create a separate (customized) document based on the original for each of your customers or contacts.
For this process to work, Word needs two things: A document to act as the 'master', and a document containing the data fields to be inserted as appropriate.
Mail merge for Mailing labels Instructions:
In Microsoft Word 6.0, 7.0, 97, 98 or 2000:
- Open a new document.
- From the Tools menu, select Mail Merge.
- Click on Create, then choose Mailing Labels.
- In the pop-up menu, select Active Window.
- Click on Get Data, then choose Open Data Source.
- In the Look In: box go to either the Floppy (A:\) drive or the directory on your hard drive that you saved the file to.
- In the Files of Type: box, select All Files. Locate your file and double click on it.
- You may or may not get a window that says Confirm Data Source. If you receive this message select Text Files (*.txt). Hit OK.
- Word 2000 users: At the File Conversion window, select Plain Text, then click OK.
- Choose the Set Up Main Document button.
- Choose the address label type under Product Number, then click OK.
- Click on Insert Merge Field, then click on Contact Name, press the Enter key.
- Click on Insert Merge Field, then click on Company, press the Enter key.
- Click on Insert Merge Field, then click on Address, press the Enter key.
- Click on Insert Merge Field, then click on City, type a comma and a space.
- Click on Insert Merge Field, then click on State, press the spacebar twice.
- Click on Insert Merge Field, then click on Zip, then click OK.
- If you're ready to print labels now, make sure the printer is loaded with blank labels. Otherwise, skip to step 24 to save your work.
-Click the Merge button.
- In the Merge To: box, select Printer.
- If you're going to print all the labels now, make sure All is selected in the Records To Be Merged: box; otherwise, in the From and To boxes, enter the appropriate numbers (Example: if you're printing labels 20 to 200, in the From box enter 20, and the To box enter 200).
-Click the Merge button.
- In the Print dialog box, click on OK.
- To save your work, click on File and select Save. Make sure you save the file to your hard drive (C:), give your file a name you will remember, and click Save.
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