MAIL MERGE WITH MICROSOFT OFFICE WORD AND EXCEL PROGRAMS
Mail Merge for Microsoft Word is the program to write a single document (e.g.: a letter to your customers), then be able to insert a field within this document which contains information like names, address, phone numbers, and have Word create a separate (customized) document (which is 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.
For all versions of Microsoft Word
- 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.