WD97: How to Create Envelopes Using Mail Merge
ID: Q195989
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The information in this article applies to:
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Microsoft Word 97 for Windows
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.
- Open the document in Word. On the Tools menu, click Mail Merge. The
Mail Merge Helper dialog box appears.
- Under "1. Main Document," click Create and then click Envelopes.
- 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.
- Under "2. Data Source," click Get Data.
- The options are to create a new data source, open an existing data
source, or Header Options. In Word 97, 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.
- 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.
- Name the file and click OK.
Word displays a message with the options Edit Data Source
and Edit Main Document.
- Click Edit Data Source.
- 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.
- Word displays a message box; click Set Up Main Document.
- 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.
- In the Mail Merge Helper dialog box, click Get Data.
- Click Open Data Source.
- 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.
- Click Set Up Main Document.
- Skip to the "Step Three: Edit the Main Document" section later in
this article.
Method 3: Use Address Book
- 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.
- 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.
- Click Set Up Main Document.
- Skip to the " Step Three: Edit the Main Document" section later
in this article.
Step Three: Edit the Main Document
- 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.
- The Printing Options tab should reveal the feed method detected by
the default printer driver. Click OK.
- 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.
- 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.
- When you have finished placing your merge fields, click OK. This
returns you to the Mail Merge Helper.
Step Four: Perform the Merge
- 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.)
- 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.)
- With New Document selected in Merge To, click Merge.
- 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, click Contents and Index 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 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
Additional query words:
mail merge envelope tools create helper secondary 8.0 8.00
Keywords : kbualink97 kbdta winword word97 kbmerge
Version : WINDOWS:97
Platform : WINDOWS
Issue type : kbhowto
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