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In Word 2007: Creating Envelopes and Labels, instructor David Rivers shows how to use Microsoft Word to address, format, and print envelopes and labels. Whether to a single recipient or multiple addresses, timesaving techniques are shown that result in crisp and elegant correspondence. This course covers how to create a recipient list within Word or retrieve an existing contact list from Outlook, and then use the list in Mail Merge to address labels or envelopes. Other topics include customizing labels with graphics, printing electronic postage, and dealing with common printing errors. Exercise files accompany the course.
When you create an envelope file and connect it to our Recipient List you can actually reuse the same envelope with any other recipient list, and we're going to look at this now. Using our TTEnvelope file, if you open it up from the Exercise Files, you'll be prompted to connect to the recipient list, which happens to be a Microsoft Excel Workbook. When you click Yes, you are connected. If we go up to the Mailings tab and edit the Recipient List, you can see the name of that data source. It is in Excel Workbook. Let's click OK.
If you wanted to reuse this, though, with a different set of addresses, all you need to do is go up to the Start Mail Merge group and click Select Recipients. Use a different list by selecting Use Existing List, and navigate to the location of that list. Again, if you have the Exercise Files, you can follow along with me to the Chap03 folder. In the 03_07 subfolder, you'll find another address list. This one is a Microsoft Office Access database. With it selected, click Open, and you've just changed Recipient List.
When you go to do Edit the Recipient List, you'll see it's the new Data Source. And with it selected, you can go in and edit the names, just like you would with the previous list. When you are done, click OK. And when you preview the results, you'll be previewing them with a new set of recipients. Of course, if you go up to the Save button to save this file, it gets saved with that new connection, but the next time you open it, you can connect at any other Recipient List you like. So just one of the advantages and a nice little time-saving feature is the ability to save your envelope files, even when connected to a Recipient List, and select another.
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