WD: How to Create Envelopes Using Mail Merge

ID: Q141991

The information in this article applies to:
  • Microsoft Word for Windows, versions 6.0, 6.0a, 6.0c
  • Microsoft Word for the Macintosh, versions 6.0, 6.0.1, 6.0.1a
  • Microsoft Word for Windows NT, version 6.0
  • Microsoft Word for Windows 95, versions 7.0, 7.0a
  • Microsoft Word 98 Macintosh Edition

SUMMARY

In Word you can create envelopes using the mail merge feature. A mail merge involves merging a main document with a data source. A main document contains the text and other items that remain the same in each envelope. A data source contains the information that changes in each envelope, such as the name and address of each recipient.

Merge fields, which you insert into the main document, instruct Word where to print information from the data source. When you perform the mail merge, Word replaces merge fields in the main document with information from the data source. Each row (or record) in the data source produces an individual envelope.


MORE INFORMATION

The following procedure describes how to perform a mail merge to create envelopes.

Step One: Open or Create the Main Document

Open a blank document to create a new envelope, or open an existing main document.

  1. Open the document in Word. On the Tools menu, click Mail Merge. The Mail Merge Helper dialog box appears.


  2. Under "1. Main Document," click Create and then click Envelopes.


  3. Click Active Window. The active document becomes the Mail Merge main document.


Word returns to the Mail Merge Helper.

Step Two: Open or Create the Data Source

The data source contains the information that can vary in each envelope. You can open an existing data source created in Word, or you can create a new data source and fill in the addressee information.

NOTE: The data source can also be created in another program such as Microsoft Excel or Microsoft Access, or you can use a personal address book created in Microsoft Exchange or Schedule+, or you can use an ASCII text file, or another delimited file.

  1. Under "2. Data Source," click Get Data.


  2. The options are to create a new data source, open an existing data source, or Header Options. If you are using Word 7.x, or Word 98 Macintosh Edition, Use Address Book is also available.

    Use the appropriate method for the type of data source you want to use.

    Method 1: Create a New Data Source

    Use this method if you haven't yet typed the names and addresses, and want to do so in Word.

    1. The Create Data Source dialog box appears with a list of field names commonly used in form letters, mailing labels, and envelopes. You can rename the fields and remove the fields you don't need. To add field names, type the name in the Field Name box, and then click Add Field Name. Click OK when you're done.

      Word prompts you to save the data source.


    2. Name the file and click OK.

      Word displays a message with the options Edit Data Source and Edit Main Document.


    3. Click Edit Data Source.


    4. The Data Form dialog box is displayed for you to enter your addressee information. If there's no information for a particular field, leave the box blank.

      The set of information in each form makes up one data record.

      After entering the information for a record, click Add New to move to the next record. After adding all of your data, click OK.


    5. Word displays a message box; click Set Up Main Document.


    6. Skip to the "Step Three: Edit the Main Document" section later in this article.


    Method 2: Open an Existing Data Source

    Use this method if the data source has already been created.


    1. In the Mail Merge Helper dialog box, click Get Data.


    2. Click Open Data Source.


    3. From the list of files, select the data source you want to use, and then click OK.

      If the data source is not listed in the list of files, click the appropriate drive and folder. Then select the appropriate option in the List Files of Type box.

      Word then displays a message to set up the main document.


    4. Click Set Up Main Document.


    5. Skip to the "Step Three: Edit the Main Document" section later in this article.


    Method 3: Use Address Book (Word 7.x and Word 98 Macintosh Edition)

    1. In the Mail Merge Helper dialog box, click Get Data and select Use Address Book.

      The Use Address Book dialog box appears with the available address books listed under Choose Address Book.


    2. Select the Address Book you want to use as your data source.

      Word may prompt you to confirm the data source if Confirm Conversions is selected as an option.

      If you use an address book or contact list from Schedule+, Word prompts you to log on to Schedule+ and provide a password if necessary.

      If you use an address book from Exchange, Word prompts you to log on to the Exchange services.

      Word displays a message to set up the main document.


    3. Click Set Up Main Document.


    4. Skip to the " Step Three: Edit the Main Document" section later in this article.


Step Three: Edit the Main Document

  1. Word displays the Envelope Options dialog box. On the Envelope Options tab, select the size of the envelope and the font to be used for the delivery and return address.


  2. The Printing Options tab should reveal the feed method detected by the default printer driver. Click OK.


  3. Word then displays the Envelope Address dialog box. The insertion point will be blinking in the box under Sample Envelope Address. This is where you insert the merge fields to represent where on the envelope Word should print the information from the data source.


  4. Click Insert Merge Field in the Envelope Address dialog box. Click the appropriate merge field.

    Make sure you type any spaces or punctuation you want between two merge fields or after a merge field.


  5. When you have finished placing your merge fields, click OK. This returns you to the Mail Merge Helper.


Step Four: Perform the Merge

  1. Under "3 Merge the Data with the Document," click Merge. Word displays the Merge dialog box. (Choosing the Query option instead of Merge gives you the option to select certain data records to participate in the merge or to sort the records in the data source.)


  2. Under Merge To, click New Document to display the merged document on the screen. This allows you to view the envelopes before printing them. (Select Printer to send the envelopes directly to the printer.)


  3. With New Document selected in Merge To, click Merge.


  4. After the merged document appears on the screen, you can save this as a separate document or you can send the merged document to the printer by clicking Print on the File menu.


Online Help Topics

For more information about mail merge in Word 98 Macintosh Edition, click Contents and Index on the Help menu. (In Word 7.0, click Microsoft Word Help Topics on the Help menu. In Word 6.x, click "Search for Help on" on the Help menu.) Click the Index tab, and type "Mail Merge" in the search window. The applicable topics will be listed for you to choose from. Select a topic and click Display.

Or, in Word 98 Macintosh Edition, click the Office Assistant, type "mail merge," click Search, and then click to view the "Print or send a mail- merge document" topic.

NOTE: If the Assistant is hidden, click the Office Assistant button on the Standard toolbar. If Word Help is not installed on your computer, please see the following article in the Microsoft Knowledge Base:
Q120802 Office: How to Add/Remove a Single Office Program or Component

Examples and Demos (Word 6.x)

To access the Help topics that contain demos, first click Examples And Demos on the Help menu. From the list of Examples and Demos categories, select the category you want, such as Mail Merge, to produce a further breakdown of topics. Click the topic you want at this level to produce an Examples and Demos screen for this topic.


REFERENCES

"Microsoft Word for Windows User's Guide," version 6.0, Chapter 29.

Additional query words: mail merge envelope tools create helper secondary 8.0 8.00

Keywords : kbualink97 wordnt word8 macword98 winword kbmerge ntword macword word6 word7 word95
Version : MACINTOSH:6.0,6.0.1,6.0.1a,98; WINDOWS:6.0,6.0a,6.0c,7.0,7.0a; winnt:6.0
Platform : MACINTOSH WINDOWS winnt
Issue type :


Last Reviewed: September 24, 1999
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