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Setting merge rules

From: Word 2007: Creating Envelopes and Labels

Video: Setting merge rules

When performing a mail merge, you can apply rules to control how the information will appear and behave. We're going to do this now using a file from your Exercise Files called LabelsFile. If you open it up and link it to the recipient list called Addresses, which is an Excel file, you'll see what I see here. Now this has been started. We need to finish it. First of all, you'll notice the AddressBlock appears in the first label only. the rest display next record codes. So, we are going to go to the Mailings tab and update our labels.

Setting merge rules

When performing a mail merge, you can apply rules to control how the information will appear and behave. We're going to do this now using a file from your Exercise Files called LabelsFile. If you open it up and link it to the recipient list called Addresses, which is an Excel file, you'll see what I see here. Now this has been started. We need to finish it. First of all, you'll notice the AddressBlock appears in the first label only. the rest display next record codes. So, we are going to go to the Mailings tab and update our labels.

Now if we click Preview Results, we're going to see the results for the merge between our LabelsFile and our recipient list. Now let's say we wanted all of our international customers to appear differently on the label, maybe add some additional information to the label. Well, in that case, we want to add a rule. Now we can be previewing while we do this. Let's just click at the very beginning of our first label. The entire name and address should look like it's highlighted, but that's okay. We're going to go up to Rules and you'll notice a number of different rules to choose from, such as prompting for information and filling in information.

Some of these wouldn't apply to working with labels but rather form letters and forms, for example. But what we're going to do is use the IF ...Then...Else rule, we'll select it and let's say we want all of our international customers to show that they're international customers on the label by adding that text to the very top. Well, that's why we clicked at the very beginning of the first line because that's where we want the information to appear. We'll click the Field name dropdown and go down to Region, select it.

We want it so that if the Region is not equal to the USA to do something, so the Comparison, we'll click that dropdown and choose Not equal to, and then what is the comparison? Well, Not equal to the USA. So, we're going to type in U.S.A. with the periods. Once we see that condition met, what do we want to happen? Let's insert some text. We'll click in the Insert this text field and type in 'International Customer' and hold down your Shift Key and press Enter or Return on your keyboard.

That way, there will be an extra line and then the name will start. If they are from the U.S.A., we don't need anything showing up. So we'll just leave that blank down below, but you could choose some alternate text if you wanted to. Let's just click OK. Now right away, on our first label you can see what happens. International Customer does appear. Then there is a Return and we see the rest of the name and address. But we don't see it for the other labels until we update our labels with this change. So, I'll click the Update Labels button and you'll see International Customer for all of those customers outside the U.S.A. As we scroll down, there is a couple more down there as well.

Notice that the U.S.A. customers don't display any extra text at the top. That's because we set up the rule to only display text if it was not the U.S.A. So remember, you can always use rules to change the behavior and appearance of your labels when performing a mail merge.

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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 · 5834 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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