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In Word 2007: Mail Merge in Depth, author Gini Courter demonstrates how to take advantage of Word's Mail Merge feature to save a tremendous amount of time creating customized documents. The course offers tutorials on creating letters, emails, envelopes, and labels. It also shows how to use Mail Merge with Outlook and Excel, creating data sources, inserting fields, using IF and other rules for customized merges, and troubleshooting Mail Merge issues. Exercise files are included with the course.
You've created all your letters using names and address data and we can use that same data to print envelopes or labels using mail merge. Here we're going to focus first on printing envelopes. To print Envelopes, you start with a new blank document, switch to the Mailings tab, choose Start Mail Merge and choose Envelopes. You'll see some Envelope Options about the envelope size, this is usually found on the box the envelopes come out of, and Printing Options.
And this is a little bit trickier. This is the direction in which your printer feeds and loads envelopes. If you haven't done this before it's actually worth doing a test. Take an envelope and put in the printer and use it to print and see which way it feeds. You have some choices about how this printer will print. Your printer may offer you several different options here. And if you're really lucky you have a printer that has a huge envelope tray that's actually meant to feed them. But notice, you have to choose Direction and whether it's Face up or Face down, and this will change depending on what printer you print to.
So let's choose Select Recipients > Use Existing List and we're going to go out and grab our Vendors, right here, this Excel file that we've been using for our merge. Because it's an Excel file, we get a list of all of the possible data sources that are here, including two worksheets and one named range and I'm going to choose the named range called Vendor Apps and click OK. Notice now that all of the remaining commands on the Ribbon are turned on and we're ready to set up an envelope and insert our fields.
So let's start with an address block. We've done this previously in our letter. It works exactly the same way here. Make sure that the preview is exactly what we would like to see. So if we want to see, for sample, for a letter of some kind, an invitation... the family. If you'd like to see titles, or not titles, if they're in our data source. Do we want to see the company name? Do we want to see the postal address? If you have any problems, as you doing this, that some of the fields are missing you'll click Match Fields.
But let's go ahead and say OK, to have our address block inserted here. And now if we preview our results you'll notice that this is really spaced out. So we're going to want to format this and adjust our line spacing. We can select those fields, go back to the Home tab, and choose No Spacing to tighten that up. There's one other thing that we might wish to do. To be compliant with the US Postal Service requirements, we might want to change the case.
And there are two ways to do it. First, you could open the Font dialog box and you could say that this is All caps. That's way of changing it. You can also choose to the Change Case dropdown here in the Font group on the Ribbon, and you can choose Uppercase. And if you do that, you're simply formatting this as uppercase. The United States Postal Service is much happier to see uppercase on your envelope than to see a mix of uppercase and lowercase. On the other hand, your recipients might be happier to see the mixed case, because it looks less mechanical and more inviting.
So, we've got our merge fields in. We're going to go back to Mailing and we can continue to preview the results, one at a time. And when you're ready, my suggestion would be that when you do your print, to actually do a print of only one first to make sure. So you could see I am going to Print Documents and I'm going to print just the Current Record. Do a merge to the printer and make sure that your text appears where you expect it to on your envelope.
If it doesn't appear in the correct location on your envelope or if your envelope doesn't feed correctly there are two things do you need to do to adjust it. If the envelope feeds correctly and this is simply in the wrong place, the fields are in an incorrect place. Then you have many different ways to adjust this. You can turn on the Ruler and say it'd like this to appear farther across the page and you can move it down, if you need to. Simply by formatting and making that adjustment. A more likely scenario is that the envelope isn't feeding the way you wish it to.
And in that case, you actually need to make that adjustment here by going back to Start Mail Merge > Envelopes and set your Printing Options on your envelope, here or on the Printing Options tab, in the Envelope Options dialog box. Once you have this set for your printer, it's going to be really easy for you to generate envelopes one at a time or in batches. Word's mailing features make it easy to quickly layout and printing the envelopes you need for your bulk mailings. And if you need to create a single envelope you should never go to all of this trouble.
To create a single envelope or group of envelopes, for example to include an envelope that people can send something back to you, a reply envelope, don't use mail merge. Use the Envelopes function from the Create Group on the Mailings tab.
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