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Inserting merge fields

From: Word 2007: Creating Envelopes and Labels

Video: Inserting merge fields

When merging a list of names and addresses with envelopes, you can get more control over the address block and how it appears by inserting your fields manually. Let's do this now using this file called TTEnvelope. It's a pre-designed envelope that we can use. And if we move to the right hand side and click near the lower half, you'll notice we're inside a text box, and this is where our address block is going to go. But we're going to insert the fields automatically, which means we need to do a couple of things first.

Inserting merge fields

When merging a list of names and addresses with envelopes, you can get more control over the address block and how it appears by inserting your fields manually. Let's do this now using this file called TTEnvelope. It's a pre-designed envelope that we can use. And if we move to the right hand side and click near the lower half, you'll notice we're inside a text box, and this is where our address block is going to go. But we're going to insert the fields automatically, which means we need to do a couple of things first.

Whenever we hit Return or the Enter key on the keyboard in Microsoft Word, automatically, extra space is added to start a new paragraph. We need to adjust that first. So let's go to the Paragraph Group. Click the Line spacing button and choose to Remove the Space that goes Before a Paragraph. Next, we want to make sure that our text is left-aligned, which it is, by default, and now we need to connect to our recipient list, so let's go up to the Mailings tab. We'll Select our recipients by clicking the lower half and choose Use Existing List.

Now if you got those Exercise Files, you can navigate with me to the Exercise Files folder in the Chap03 folder, in the 03_02 sub-folder is a file called AddressList. We'll select it and click Open. Now we are linked to the Recipients. Now it's just a matter of getting our Address Block. Now you'll notice that there's a section here in the Mailings Ribbon for Write & Insert Fields. We can add the Address Block, just like we did using the wizard, and we do have some control over what it's going to look like, but if you need total control click Cancel and Insert the Merge Fields yourself.

So we are going to click the lower half of this button, so we can go to the list of merge fields available with this recipient list and we'll start with the First_Name. Now we are going to leave a space, so press the Spacebar to leave a space and go back to that dropdown button and choose Last_Name. That's all we need on the first line. Here's something that happens when people are using Manual Merge Fields. If you hadn't adjusted the line spacing, you hold down Shift and press your Enter key to move down to the next line without adding that space, but the problem is if you insert a field like Company_Name and there is no company name, you're left with this blank line.

We just want to press the Enter key, all by itself here, to move down to the next line. We don't see that extra space because of the adjustment we made. Now we are ready to start inserting additional fields. So, we'll click the Insert Merge Field button and we'll insert the Company_Name. Now when we press Enter, we are on to the next line, but if we have a contact who has no company name, it will not leave a blank line. It will automatically close up the space for us. You'll see this when we preview in a moment. Right now, let's get the rest of our fields in by using the Insert Merge Field button.

We want to get the Address_Line in there, the first line, press Enter and the second line. Press Enter to move down to the next line. And here's where we're going to put a few different fields. We're going to start with the City, put in a comma and a space, go back to the Insert Merge Field button to put in the State. We'll leave a space and insert the ZIP code. Now in this particular recipient list the ZIP code is called Postal_Code. That's okay. We'll use that. Now it's time to preview, to see if this is going to work.

When you click Preview Results, you'll see the first name. Now in this case, there is a company name and there is a second address line, so everything looks fine. Let's use our navigation button now to move to the next contact, which has no company name and no second line for the address, and you can see how the gaps are closed up for us because we didn't use Shift and the Enter key, we use the Enter key, which is fine, and the field sat all by itself on that line. There were no extra characters, like spaces or commas or anything in there, and that's why you see this happen automatically.

So as we navigate through the various contacts, everything looks good and we're ready to finish and actually perform this merge. Remember, this is just a preview, so when we click this button, we now have options to Edit the Individual Documents, go ahead and print them, or even send E-mail messages, if that's what we were creating. But in this case, we're going to Edit Individual Documents using All of the merge records. We'll click OK, and now we see the end result. We can actually scroll through using our vertical scrollbar to see each individual envelope the way it's going to print and that looks great.

And we were able to have full control over this Address Block by inserting the fields manually.

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This video is part of

Image for Word 2007: Creating Envelopes and Labels
Word 2007: Creating Envelopes and Labels

40 video lessons · 5683 viewers

David Rivers
Author

 
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  1. 6m 57s
    1. Welcome
      1m 6s
    2. Prerequisites and requirements before you begin
      2m 57s
    3. Goals and expectations for this course
      1m 20s
    4. Using the exercise files
      1m 34s
  2. 21m 13s
    1. Setting up a return address
      3m 3s
    2. Printing a single envelope
      4m 18s
    3. Adding an envelope to your document
      2m 20s
    4. Create envelopes from a template
      2m 32s
    5. Printing a single label
      2m 40s
    6. Printing a sheet of the same label
      2m 22s
    7. Creating labels from a template
      3m 58s
  3. 19m 36s
    1. Creating and selecting recipient lists in Word
      8m 41s
    2. Using an Excel workbook as a recipient list
      3m 23s
    3. Editing a recipient list in Word
      5m 53s
    4. Using Outlook contacts as a recipient list
      1m 39s
  4. 36m 6s
    1. Envelopes and the Mail Merge wizard
      7m 12s
    2. Inserting merge fields
      4m 33s
    3. Setting merge rules
      5m 49s
    4. Matching fields
      5m 57s
    5. Formatting envelopes before merging
      4m 58s
    6. Adding graphics to envelopes
      2m 39s
    7. Saving and reusing envelope files
      1m 46s
    8. Using print options with merged envelopes
      3m 12s
  5. 30m 32s
    1. Labels and the Mail Merge wizard
      6m 19s
    2. Manually merging labels with recipients
      5m 57s
    3. Setting merge rules
      3m 11s
    4. Formatting labels before merging
      4m 18s
    5. Adding graphics to labels
      3m 28s
    6. Reusing existing label files
      2m 29s
    7. Printing merged labels
      4m 50s
  6. 16m 14s
    1. Signing up with an e-postage service
      3m 29s
    2. Printing postage on a single envelope
      4m 42s
    3. Printing postage in a mail merge
      2m 57s
    4. Printing postage with labels
      5m 6s
  7. 25m 57s
    1. Dealing with irregular envelopes
      3m 36s
    2. Dealing with irregular labels
      5m 38s
    3. Preventing text from printing too close to the edge of a label
      4m 42s
    4. Creating business cards
      5m 3s
    5. Creating postcards
      6m 58s
  8. 19s
    1. Goodbye
      19s

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