CART0669,CART0470

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MAIL MERGE INSTRUCTIONS:

 

    • CREATE AN EXCEL SPREADSHEET WITH THE TITLES OF EACH COLUMN LABELED WITH THE INFORMATION THAT WILL BE NEEDED FOR EACH FIELD.
    • IF YOU HAVE A PROGRAM (E.G. QUICKBOOKS) THAT WILL EXPORT THE DATA INTO EXCEL, YOU CAN USE THAT.  AFTER EXPORTING, HOWEVER, YOU MAY HAVE TO DELETE COLUMNS OF EXTRANEOUS INFORMATION AND RE-LABEL THE COLUMN TITLES. [ALTHOUGH YOU CAN KEEP VARIOUS COLUMNS OF INFORMATION RELATING TO THE MAILING, AS THEY DO NOT HAVE TO BE USED FOR THE MAIL ADDRESS MERGE.]
    • IF YOU ALREADY HAVE A PREVIOUS MAIL LIST SPREADSHEET, YOU CAN COPY AND MODIFY THAT ONE.
    • IN WORD, YOU MUST THEN CREATE (OR MODIFY) THE REVERSE SIDE OF THE MAILER, LEAVING SPACE FOR THE ADDRESS IN THE APPROPRIATE PLACE.  YOU CAN HAVE A LOGO, RETURN ADDRESS, EVEN MORE AD COPY AS NECESSARY FOR THE LAYOUT (E.G. FOR A TRI-FOLD MAILER, YOU CAN HAVE COPY ON THE FRONT AND THE BACK.
    • SAVE THE COPY.  THEN, CLICK ON THE MENU BAR AT TOOLS, THEN MAIL MERGE.
    • AT THE MAIL MERGE HELPER WINDOW, YOU HAVE TO DO THREE THINGS, EACH OF WHICH IS NUMBERED IN ORDER:
      • SELECT (1)  MAIN DOCUMENT, THEN CREATE, THEN FORM LETTERS, THEN ACTIVE WINDOW (UNLESS YOU WANT TO PRINT LABELS, THEN YOU SHOULD SELECT THAT OPTION); THEN
      • SELECT (2) DATA SOURCE, THEN OPEN DATA SOURCE, THEN TYPE OF FILES (LAST BOX) SHOULD READ “ALL FILES”, THEN “LOOK IN” (TOP BOX) FOR THE LOCATION OF THE WORD REVERSE SIDE MAILER LOCATION, THEN OPEN; THEN
      • SELECT (3) MERGE.  THIS MAY TAKE A COUPLE OF SECONDS, AND YOU MAY BE PROMPTED TO SELECT “ENTIRE SPREADSHEET” TO MERGE.
    • THE FIRST TIME YOU USE THE REVERSE MAILER TEMPLATE, YOU WILL THEN GET A PROMPT THAT SAYS THAT THERE ARE NO FIELDS TO MERGE.  THAT’S O.K.  CLICK O.K. TO CLOSE THE BOX.  YOU WILL NOTICE THAT A TOOLBAR NOW APPEARS (USUALLY AT THE LOWER LEFT TOP OF THE SCREEN) WITH TWO BUTTONS.  ONE OF THEM WILL SAY “INSERT MERGE FIELD”.  WHEN YOU CLICK THIS BUTTON, YOU WILL HAVE A CHOICE OF EACH OF THE FIELDS REPRESENTED BY THE COLUMN LABELS ON YOUR SPREADSHEET, E.G. FIRST NAME, LAST NAME, ADDRESS, CITY, STATE, ZIP).  ONE AT A TIME, SELECT EACH FIELD, PRESSING THE RETURN KEY TO CREATE THE NEXT LINE FOR THE ADDRESS.
    • IT’S O.K. TO USE LINES FOR THE ADDRESS WHICH MAY EXIST IN SOME ADDRESSES BUT NOT OTHERS (E.G. COMPANY NAME), BUT BE SURE TO CLICK ON THE OPTION FOR PRINTING THAT SAYS “ELIMINATE BLANK LINES WHEN PRINTING ADDRESSES”.  ALSO, BE SURE TO LEAVE THE APPROPRIATE SPACES BETWEEN EACH FIELD (E.G. FIRST NAME<SPACE>MIDDLE INITIAL<SPACE>LAST NAME) OR THEY WILL ALL RUN TOGETHER!!
    • NOW THAT YOU HAVE (A) CREATED THE REVERSE MAILER TEMPLATE IN WORD, THEN (B) MERGED THE EXCEL ADDRESS DATABASE, AND (C) THEN PLACED THE MERGED FIELDS ON THE WORD TEMPLATE, YOU ARE READY TO (D) FINALLY PRINT THE MAILERS.  GO TO FILE, THEN PRINT ON THE MAIN MENU BAR AND SPECIFY “ALL” IN THE PRINT DIALOGUE GOX, THEN CLICK O.K. TO PRINT.  ALL OF THE ADDRESSES IN THE SPREADSHEET WILL THEN PRINT, ONE PAGE AT A TIME, INTO THE WORD MAILER TEMPLATE FORMAT.
    • WHEN YOU ARE DONE, SAVE THE MAILER TEMPLATE, WITH THE MAIL MERGE FIELDS SPECIFIED, EITHER AS A SEPARATE TEMPLATE OR AN UPDATE TO THE ORIGINAL DOCUMENT, FOR LATER USE.  THAT WAY, YOU CAN USE THE SAME TEMPLATE WITH A DIFFERENT OR UPDATED MAILING LIST LATER ON, OR MAYBE YOU WANT TO PRINT IT DIFFERENTLY NEXT TIME (E.G. BY ZIP CODE TO KEEP YOUR SERVICE ROUTES IN ORDER).

LET’S SAY THAT YOU MAKE SOME CHANGES TO THE ADDRESSES TO THE MAILING LIST BUT DON’T WANT TO HAVE TO RE-PRINT THE ENTIRE LIST JUST TO GET TO THIS ONE CHANGED ADDRESS.  HOW IS THIS DONE?  FIRST, CORRECT THE ADDRESS OR OTHER INFORMATION IN THE EXCEL SPREADSHEET.  THEN, YOU MUST GO THROUGH THE SAME MERGE PROCEDURE DESCRIBED ABOVE.  AFTER THAT, GO TO EDIT, THEN FIND ON THE MENU BAR.  TYPE IN THE NAME IN THE FIELD YOU ARE LOOKING FOR (E.G. BY LAST NAME) AND, AFTER THE SEARCH STOPS AT THE ADDRESS YOU ARE LOOKING FOR, CLICK ON FILE, THEN PRINT THEN CURRENT PAGE AND O.K. TO PRINT.  [DO NOT MAKE THE ADDRESS CHANGES IN THE MERGED RECORD SHOWN ON YOUR SCREEN, BECAUSE IT WILL NOT BE SAVED IN THE UNDERLYING SPREADSHEET, ALTHOUGH IT WILL STILL PRINT AS CHANGED]

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