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When setting up a mail merge file to work with envelopes in Word 2007, you typically do this once and simply reuse that file. Let's explore this by clicking the Office button and choosing Open. In the 04_06 sub-folder of the Chapter 04 folder of your Exercise Files, we have a couple of different Word documents, one called Two Trees Olive Oil Company Labels. We'll select that, and click Open. Now this particular document is not connected to our recipient list. It's not an actual mail merge file.
It is a sheet of labels. Any time we need them, when we run out, we simply open this up, and send it off to the printer. But what if it's connected to a list of recipients and you want to use it with a different list? No problem. This time, we will go back to the Office button and Open, and from the same folder, we will choose LabelsFile. Now, when you click Open with this one, it's already connected to our recipient list, so you might see this message saying that you have to allow this little program, an SQL command, to run to use the address list, which comes from an Excel workbook.
So choosing Yes will have you connected. Now in this case, if we want to see the name of the file and its location, we can go to the Mailings tab, go to Edit Recipient List, and we will see the data source here is Addresses and indeed, it is an Excel workbook. As we hover over it, we see the path and the location of this file. Well, what if you want to use a different list of recipients? I'll click OK and simply select a different list. When you choose Select Recipients > Use Existing List, you can then go to any other location, and find a different list.
So in this case, we will go to the Exercise Files if you have got them, and in the 04_06 sub-folder, we will find our addresses list, which is a Microsoft Access database. Select it. When we click Open, we are now using that list of recipients, so previewing our results should show us a different list of names and addresses, or at least an altered list. Now you might notice the top margin is a little tight. We will be adjusting that, and other layout issues, in the video on preventing text from printing too close to the edge of a label.
So, at any time, if you need to make changes to your label file, which could be formatting changes or even changing a recipient list, always remember to save those changes and if you need to, select a different recipient list whenever you need to.
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