Creating Form Letters and Labels

Advanced Training for Microsoft Word 2002

Preparing Data for a Form Letter

1	To begin merging this letter with a list of names and other personal information, click the Tools menu, point to Letters and Mailings, and then click Mail Merge Wizard.
2	In the Mail Merge task pane, notice that Letters is already selected as the document type. To accept this setting and proceed, click Next: Starting document.
3	Notice that Use the current document is already selected as your starting document. To accept this setting and proceed, click Next: Select recipients.
4	Notice that Use an existing list is already selected as the source for selecting recipients. To locate the list you want to use, click Browse.
5	In the Select Data Source dialog box, on the Places bar at left, click My Documents.
6	In the My Documents folder list, double-click The Garden Company, double-click the Customer Database folder, and then double-click the VIPCustomers file.
7	To make changes to the list of customer names and addresses, in the Mail Merge Recipients dialog box, click Edit.
8	To add a new record to the list, in the Data Form dialog box, click Add New.
9	In the FirstName box, type Amy, press the TAB key, and then in the LastName box, type Egert.
10	To save this record and return to the Mail Merge Recipients dialog box, click Close.
11	Notice that Egert, Amy now appears at the bottom of the list. To close the Mail Merge Recipients dialog box, click OK.
12	To save the mail merge settings you've made so far and keep your place in the Mail Merge Wizard, on the Standard toolbar, click the Save button.
13	To close the document, click the Close Window button.
14	In response to the message asking if you want to save changes to the data source document, click Yes.

Selecting Data for a Form Letter

1	To begin merging Outlook data with this form letter, click the Tools menu, point to Letters and Mailings, and then click Mail Merge Wizard.
2	To use the current letter for your mail merge, in the Mail Merge task pane, click Next: Starting document, then click Next: Select Recipients.
3	To use addresses from your Outlook contacts list, under Select recipients, click Select from Outlook contacts, and then click Next: Write your letter.
4	In the Choose Profile dialog box, click OK.
5	In the Select Contact List folder dialog box, notice that Contacts appears selected and click OK.
6	To sort your contacts according to their Zip/Postal Code, in the Mail Merge Recipients dialog box, click the Zip/Postal Code arrow, and then click Advanced.
7	To display sorting options, in the Filter and Sort dialog box, click the Sort Records tab.
8	To sort contacts by zip/postal code, in ascending order, click the Sort by arrow, click twice below the scroll box on the list scroll bar, click Zip/Postal Code, and then click OK.
9	To filter contacts according to the state they live in, in the Mail Merge Recipients dialog box, click the State arrow and then click Advanced.
10	On the Filter Records tab of the Filter and Sort dialog box, click the Field arrow, click twice below the scroll box on the list scroll bar, and then click State.
11	To filter your mailing list so it contains only records with addresses in Pennsylvania, in the Compare to box, type PA, and then click OK.
12	To use the current sorted and filtered list in the mail merge, click OK.

Creating a Form Letter

1	To begin adding merge fields to your letter, in the Mail Merge task pane, under Step 3 of 6, click Next: Write your letter.
2	To display formatting marks that allow you to pinpoint the location of new merge fields, on the Standard toolbar, click the Show/Hide ¶ button.
3	To specify the location of the first merge field that you will insert, in the letter, click the second ¶ symbol under the date.
4	To insert a merge field here that will use names and addresses from the data source document, in the Mail Merge task pane, click Address Block...
5	To accept the default settings displayed in the Insert Address Block dialog box, click OK.
6	To locate the greeting line that will appear in this letter, click the second ¶ symbol after the Address Block merge field.
7	To add a merge field here that inserts a name from the data source into the greeting line of the letter, in the Mail Merge task pane, click Greeting line...
8	To change the greeting, in the Greeting Line dialog box, click the arrow for Mr. Randall, click once below the scroll box on the list scroll bar, and click Joshua.
9	To accept the greeting format now shown in the Preview box of the Greeting Line dialog box, click OK.
10	To hide formatting marks, on the Standard toolbar, click the Show/Hide ¶ button again.

Merging Data with a Form Letter

1	To view the merge fields in this letter replaced with the data of the first recipient in your mailing list, in the Mail Merge task pane, click Next: Preview your letters.
2	To display the data of the next recipient in the merged letter, in the Mail Merge task pane, click the Right arrow button next to Recipient: 1.
3	To exclude the recipient currently displayed in the letter (Lani Ota) from the mail merge, in the Make changes section of the task pane, click Exclude this recipient.
4	To begin inserting an additional merge field into the letter, at the bottom of the Mail Merge task pane, click Previous: Write your letter.
5	To scroll down in the letter, click once below the scroll box on the scroll bar.
6	To specify the location of the merge field you are going to insert, at the beginning of the last paragraph, click just to the left of the comma.
7	To add a merge field that is not listed in the task pane, in the Write your letter section, click More items.
8	To accept the default selection and insert the recipient's first name into the letter, in the Insert Merge Field dialog box, click Insert, and then click Close.
9	To see the <<FirstName>> merge field that now appears in the letter replaced with a recipient’s name, in the Mail Merge task pane, click Next: Preview your letters.
10	To finish the mail merge process, click Next: Complete the merge.
11	To create a new, merged document that contains multiple personalized copies of this letter, in the Mail Merge task pane, click Edit individual letters.
12	To include all data records in the new merged document, in the Merge to New Document dialog box, notice that All is selected, and click OK.
13	Notice that the newly merged document is called Letters1. To save this document, on the Standard toolbar, click the Save button.
14	In the Save As dialog box, in the File name box type TGCSaleMerge.
15	Double-click The Garden Company folder, double-click the Letters folder, and then click Save.

Creating and Printing Labels

1	To begin creating mailing labels using a Word mailing list, on the Standard toolbar, click the New Blank Document button.
2	Click the Tools menu, point to Letters and Mailings, and then click Mail Merge Wizard.
3	To select a document type, in the Mail Merge task pane, click Labels, and then click Next: Starting document.
4	To customize the layout of a Word template for labels, in the Mail Merge task pane, in the Change document layout section, click Label options...
5	To locate a type of label in your printer, in the Label Options dialog box, under Product number, click four times below the scroll box on the scroll bar.
6	To select a mailing label type, in the Product number list, click 5159-Address, and then click OK.
7	To begin setting up the mailing list from which recipients will be selected, in the Mail Merge task pane, click Next: Select recipients.
8	To locate an existing mailing list, in the Mail Merge task pane, click Browse.
9	In the Select Data Source dialog box, on the Places bar at left, click My Documents.
10	In the My Documents folder list, double-click The Garden Company folder, double-click the Customer Database folder, and then double-click the VIPCustomers file.
11	To include in your mailing list all records that include a check mark in the first column of the Mail Merge Recipients dialog box, click OK.
12	Notice that, because merge fields haven't been specified, <<Next Record>> appears in each label. To begin inserting merge fields, in the Mail Merge task pane, click Next: Arrange your labels.
13	To insert the name and address of each recipient into the first label, in the Mail Merge task pane, click Address block.
14	To accept the default settings in the Insert Address dialog box, click OK.
15	To scroll to the bottom of the Mail Merge task pane, at the bottom of the task pane, hold the mouse pointer over the Down scroll button.
16	To apply the change you made to the first label to all of the other labels, in the Replicate labels section of the task pane, click Update all labels.
17	To see the recipients' names and addresses inserted into the mailing labels, click Next: Preview your labels.
18	To finish merging the labels, click Next: Complete the merge.
19	To print the mailing labels you just created, in the Mail Merge task pane, click Print.
20	To include all recipients from your mailing list in the merge, in the Merge to Printer dialog box, be sure that All is selected, and then click OK.
21	In the Print dialog box, click OK.