Many people like to use Microsoft Excel to store a list of contacts, names and addresses. If you're one of those people, you'll be happy to know you can use that Excel workbook as a recipient list in Microsoft Word, so that you can merge that list with your envelopes and labels. So let's check this out. All we have is a simple table here listing our contacts, names and addresses. You can see we've got City, State, Postal Code, all the common things that would appear on an envelope or a label. At the very top row is a list of labels and this is called a Header Row.
When go to the Design tab under Table tools here in Excel, you'll notice under Table Style options, Header Row is checked off. All that means is that this very first row won't be used in a merge. So, we won't see the labels on an envelope or a printed label. All we're going to use these for is to remind us what goes in the various columns. So once you've got your names and addresses in, you can always go back and make changes, add new ones, take out old ones and so on, as long as you save your changes and close up Excel.
Now back to Microsoft Word with a brand-new blank document here. We're going to select that workbook as our recipient list. So, we'll go to the Mailings tab and click Select Recipients. We're going to choose Use Existing List, and now we just have to navigate to our Addresses workbook. Now, we're going to the default directory here, but you'll notice, down at the bottom, All Data Sources is selected, indicating that's what we're going to see on our screen. But if we click this button, we can narrow it down.
For example, if we only want to see all of our Excel files, it's on the list. So, click Excel Files. Now you'll only see Excel files as you navigate through the various folders. We just need to go to our Exercise Files to find our Addresses workbook. Notice that it's the only file that appears. It's an Excel workbook, called Addresses. We select it and click Open, and in this case, our Excel workbook has a single table. We're going to see a list of tables in our workbook.
We only have one called AddressList. It's already highlighted, so all we need to do to select this as our recipient list is click OK. Now, nothing appears on our document, but notice now we can edit the recipient list right here from within Word. When we click Edit Recipient List, you're going to see the Data Source is our Addresses workbook. You're going to see the list of names and addresses, all of your contacts listed here. If you do want to make changes, add some new ones, right from here, all you need to do is select it from the Data Source and choose Edit.
When you choose Edit, you get to go in here and start adding new entries, select entries that are already here and make changes if you needed to. Of course, if you go to the left-hand side and select a button, if there's any entries in here that you want to, select all of them and delete them, you're going to have to go back to the original source. In that case, it would be Microsoft Excel. So, we're just going to click Cancel here. We're not going to make any changes, but this is the list that's going to be used. So we'll just click OK and now we can feel confident that although we've created our recipient list in Microsoft Excel, it's going to work here in Word 2007 later on when we go to merge that list with our envelope or label file.
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