The following instructions describe how to merge a pre-existing database's values into address labels with the Mail Merge Wizard. Begin the process of creating mail merge labels by setting up your starting document. When creating labels, you have many options. You can choose the label size, text font, positioning of the information, etc.
Open a blank Word document. The Label Options dialog box appears. The more you tell us the more we can help. Can you help us improve?
Resolved my issue. Clear instructions. Easy to follow. No jargon. Pictures helped. Didn't match my screen. Incorrect instructions. Too technical. Not enough information. Not enough pictures. Any additional feedback? Submit feedback. Thank you for your feedback! Use one of the following methods: Start with the document that is currently shown in the document window. Start with a template. To do this, follow these steps: Click Start from a template. Click Select template.
Start with an existing document. To do this, follow these steps: Click Start from existing document. Click Next: Select recipients.
Click Browse. Click Open. Step 4: Select the Recipients In the Mail Merge Recipients dialog box, select the recipients that you want to include. To do this, use one of the following methods: Use the check boxes to designate recipients. To filter the list, follow these steps: Click the arrow next to the column heading of the element that you want to filter by.
Click any of the following: Blanks : This option displays all the records in which the corresponding field is blank. Notes For advanced sorting and filtering, click the arrow next to any column name, and then click Advanced. Click Next: Write your letter. Step 5: Complete the Letter and Add Merge Fields If you have not already done this, type the text that you want to appear in every form letter in the main document. Insert Merge Fields Insert merge fields where you want to merge names, addresses, and other information from the data source.
To insert merge fields, follow these steps: In the main document, click where you want to insert the field. Insert any of the following: Address block with name, address, and other information: Click Address block. Greeting line: Click Greeting line. Other fields of information: Click More items. Use one of the following methods: Click Address Fields to select from address fields that will automatically map to corresponding fields in your data source, even if the data source's fields do not have the same name as your fields.
In the Fields box, click the field that you want. Click Insert, and then click Close. To use electronic postage, follow these steps: Click Electronic postage. Repeat steps a and b for all the fields that you want to insert. For example, by using the sample database shown earlier, your letter might contain the AddressBlock and GreetingLine fields, and therefore your first page appears similar to the following: February 26, AddressBlock GreetingLine Type your letter here.
Sincerely, Type your name here Note You can also use the Mail Merge toolbar to insert merge fields, work with your mail-merge main document, or run a mail merge. Change the Format of the Merged Data To format merged data, you must format the merge fields in the main document. Examples of how to use switches are as follows: To display the number Step 6: Save the Document After you have completed the main document and inserted all the merge fields, make sure that you save the document before proceeding.
Name the document, and then click Save. Click Next: Preview your letters. Step 7: Preview the Letters and Fine-Tune the Recipient List When the wizard displays the "Step 5 Mail Merge" task pane, the wizard replaces each of the merge fields in the main document that has the actual text from the first entry of the recipient list.
For example, if you were to continue to use the sample database shown earlier, the first page should resemble the following page after you click Next: Preview your letters : February 26, Andrew Fuller W. Sincerely, Type your name here To preview additional entries, use one of the following methods: To preview the items in order, click the left or right arrow buttons.
Fine-tune the recipient list if you want. To do this, use one of the following methods: To exclude a particular recipient from the merge operation, click Exclude this recipient. Step 8: Complete the Merge To complete the merge, use any of the following methods.
Personalize Individual Letters To personalize individual items, you actually complete the merge, and then edit the information that you want in the resulting merged document. To do this, follow these steps: Click Edit individual letters. Scroll to the information that you want to edit, and then make your changes. Print or save the document just as you would any regular document. Print the Letters To print the letters, use one of the following methods: If you personalized the items and if the merged document is active, follow these steps: In Word and in earlier versions of Word, click Print on the File menu.
Select the options that you want. In the Merge to Printer dialog box, use one of the following methods, and then click OK: To print all the documents, click All. In the Print dialog box, select the options that you want. Save the Merged Letters for Later Use If you want to edit merged letters or to save them for later use, you can collect them into a single document. References For more information, click the following article numbers to view the articles in the Microsoft Knowledge Base: How to use addresses from an Excel worksheet to create labels in Word How to create a form letter by using information from an Access database in Word How to use addresses from an Access database to create labels in Word How to use mail merge to create a list sorted by category in Word and in later versions of Word Frequently asked questions about mail merge in Word How to design and set up a mail merge address list in Word and in later versions of Word How to use mail merge to create a directory in Word and in later versions of Word How to use mail merge to create form letters in Word and in later versions of Word.
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