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Once you have your letters written and merged with your recipient list, you'll probably want a say in those letters to the recipients. Now if you're going to mail them, they'll likely go into an envelope then you'll address those envelopes. And you could write down the name and address and of course your return address on each and every envelope by hand. Very time consuming. Or, using what you know about merging, you can merge your recipient list with an envelope or a label document and simply send them to your printer. It's all about saving time and energy.
So let's start with envelopes and then we'll try with labels. The first thing you need to do is make sure you close any documents you have open from the previous lessons because we're in the middle of a couple merges there. So you want your screen to look like mine. Before you go up to the Office button, and click New, and make sure New Blank Document is selected before you click Create. Now this is not our envelope by any means, but that will happen. We need to start with this new blank document though to get it going. Now we can go up to the Mailings tab here and start a mail merge this time, though from the drop-down list, we're going to select Envelopes.
And as soon as we do that, the Envelope Options appear and you see the Envelope Options tab is selected, and there's our default envelope, a size 10 envelope, which is a 4.5 x 9.5 inch. And below we can play around with the fonts for the delivery address and the return address if we wanted to, and we can adjust where they're located on the envelope, how far down from the top and how far over from the left for both that addresses. You can see Auto is selected, giving us this preview down below. Personally, that's exactly the way I want it, so I'm going to click OK.
Right away, we got our envelope created now, with our cursor flashing in the top left corner, and it's time to put in some information on this envelope. Now our return address is not going to change so we can just simply type that in. I'm going type in my last name only and hit Enter and type in an address, how about 12 Spruce Street? And make that in Ojai, California, and I'll makeup a zip code here.
OK, so there's our return address. Now it's time for the delivery address and because we've set this up using our Start Mail Merge button, we can come down here into the envelope and just click and you'll see that there is a block here for that particular address. And you can see that the cursor's flashing here and in towards the middle of the envelope. It's all set up for us so we don't have to do it. All we need to do now is select our recipients. So if I go up to Select Recipients up here, I can type a new list like we did in the first lesson in this chapter.
I could use my Outlook contacts or use an existing list that's already been created for me and that's what we're going to select here: Use existing list. Next we'll need to navigate to the lesson 13 folder of your exercise files. So mine are in my documents, there's my lesson 13 folder. Double-clicking opens them up and look at that. We do have a Microsoft Access database called envelope label list. We'll click that and then Open. All that happens now is we've got a number of other buttons that become active because we selected our recipients.
And I love this new feature here called the Address Block. In the old days we would have to select the first name field, the last name field, the address, the city, the state, the zip, etc. and put them in the right spots on your envelope one by one. Now we've got this entire Address Block button, so give it a click. You can see, we just simply turn on or off of some of the options, we saw this in previous lessons. We don't have a company name, this is the name format that I'm going be use, the postal address is going to go in with this option, if it's not the US, that might change up the format, but here's a preview of what that's going to look like.
Not in this location, but in this format. And if everything looks good, I simply click OK. You can see the address block is inserted and it's ready for me to start merging. So as soon as we put that in, the Preview Results button up here under the Preview Results group becomes available. And if we give it a click, we see a preview for some actual data in this spot on our envelope. Excellent. We can also move from recipient to recipient using these navigation buttons. There's our second one and everything looks good and fits perfectly.
All that's left to do now is to finish the merge at this point and for us, that would mean inserting a stack of envelopes in your printer and then hitting the Print button. So we'll go up to finish and merge right here. And if we wanted to, we would print our documents. If we needed to, we could edit the individual documents, but really it's just an envelope with an address on it. We could even send e-mail messages. So if we selected print documents, like I said we'd fill are a printer or manual feed on our printer with envelopes, unless you got an envelope feeder and off it goes.
OK. I'm just going to click outside here of my address block in my envelope to see the finished result. So once the printer sends out all of the printed envelopes, you're ready start licking some stamps and send them off. Now the other option is to actually use labels instead of printing right on the envelope. When you put a sheet labels through your printer, you're going to peel off the labels and stick them on a blank envelope. So let's see what that's like. We'll go up to Start Mail Merge. But this time we'll select Labels.
So, just like when we did envelopes, we've got some options and you can see if we had labels that went through a continuous feed printer, like the old dot matrix where you have a tractor feed, that would be great, but page printers is usually what people are using these days, and you can see its to come from my default tray. Perfect. Then I would come down and choose the actual label then I'm using. So you can see we have some vendors here like Microsoft. I'm going to go down to Avery, down here, US letter and then I find my actual model number for my labels here and it's really just a matter of looking at your box of labels and finding the number and matching it up here.
And once you've got your label options set up, you click OK. All right. In order to apply the selected label options, Word must delete the current contents of this document we're looking at. Remember this is a merge result right, so we don't need to save that. We click OK. Right, so here's our label, and we would simply start entering data at this point, everything else so we did for putting in our address block, everything we did for creating her and envelopes a moment ago, applies here to our labels as well. Alright, so keep in mind that when we add an address block that what we're looking at is a preview.
Clicking Preview Results allows us to see the actual results. So again, we would finish the merge. We would print the documents, you put your label sheet into your printer and off it goes to the print and all you do is peel off those labels like I said and stick them on the envelopes. So now you're set. Just a hint though. You probably want to print out an equal amount or more of your return address labels to stick on to those envelopes too. And your choices would be to create a recipient list of 30 copies of your own name and address or whatever number matches your label sheet.
Or you could copy and paste your own name and address on a blank sheet of labels. Either way, you'll be saving yourself a ton a time thanks to the merge feature in Word.
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