How to: Print an envelope from MailMerge.
Solution:
Select the 'Tools' menu and select 'Mail Merge...'. Select 'Envelopes' from the 'Main Document' drop-down menu.
1) Select the 'File' menu, select 'New', and click 'OK'. (A new document window opens.)
2) Select the 'Tools' menu and select 'Mail Merge...'. (The Mail Merge Helper dialog box appears.)
Mail Merge Helper
3) Click 'Create' from the 'Main Document' group. (A drop-down menu appears.)
Main Document drop-down menu
4) Click 'Envelopes...'. (The Microsoft Word dialog box appears.)
5) Click 'Active Window'.
6) Click 'Get Data' from the 'Data Source' group, and then do one of the following:
Data Source drop-down menu
a) Open a data source:
1] Click 'Open Data Source...'. (The Open Data Source dialog box appears.)
Open Data Source
2] Select the appropriate option in the 'List Files of Type' drop-down list box.
List Files of Type
3] Select the appropriate drive and directory.
4] Select the desired data source from the 'File Name' list box.
5] Click 'OK'.
6] If the 'Confirm Data Source' dialog box displays:
a] Click 'OK' in the confirmation dialog box.
b] Select the desired table or query from the 'Tables' or 'Queries' list box.
7] Click 'OK'.
8] Click 'Set Up Main Document' when prompted.
b) Create a data source:
1] Select 'Create Data Source...'. (The Create Data Source dialog box appears.)
Create Data Source
NOTE: In the 'Field Names In Header Row' list box, Word lists field names for the categories of data commonly used in a data source. To see all of the field names, scroll down through the list.
2] Do one or more of the following:
a] Click 'OK' to accept the list provided by Word in the 'Field Names in Header Row' list box. (The Save Data Source dialog box appears.)
Save Data Source
b] Add a category to the data source:
1} Type the new field name in the 'Field Name' box.
NOTE: A field name can contain up to 40 characters. Each name MUST start with a letter, and subsequent characters must be letters, numbers, or underscore characters (_). A field name CANNOT contain spaces.
2} Click 'Add Field Name'.
3} Repeat steps b]1} and b]2} for each field name to be added.
4} Click 'OK'. (The Save Data Source dialog box appears.)
Save Data Source
c] Change the order of field names:
1} Select a field name in the 'Field Names in Header Row' list box.
2} Click the Up or Down arrow until the field name is in the desired position.
3} Click 'OK'. (The Save Data Source dialog box appears.)
Save Data Source
d] Delete a category from the data source:
1} Select the field name to be removed.
2} Click 'Remove Field Name'.
3} Repeat steps d]1} and d]2} for each field name to be removed.
4} Click 'OK'. (The Save Data Source dialog box appears.)
Save Data Source
3] Save the data source:
a] Select the desired drive from the 'Drives' drop-down list box.
b] Select the desired directory from the 'Directories' list box.
c] Type the desired filename into the 'File Name' box.
d] Click 'Save'. (The Microsoft Word dialog box appears.)
4] Click 'Edit Data Source' to type the data. (The Data Form dialog box appears.)
Data Form
5] Add information to the data source:
a] Type the desired information in each data field box and press ENTER.
NOTE: To move to the next or previous data field box, press TAB or SHIFT+TAB.
b] Click 'Add New' to add the current record and start a new record.
c] Repeat steps 5]a] and 5]b] until all data is typed.
d] Click 'OK'.
7) Select the 'Tools' menu and select 'Mail Merge...'.
8) Click 'Setup' from the 'Main Document' group.
9) Click the 'Envelope Options' tab and do one or more of the following:
a) Select the size of the envelopes from the 'Envelope Size' drop-down list box.
b) (Optional) Click 'Font...' from the 'Delivery Address' group to customize the font attributes used in the delivery address.
c) (Optional) Click 'Font...' from the 'Return Address' group to customize the font attributes used in the return address.
10) Click the 'Printing Options' tab and do one or more of the following:
a) Select a method to feed the envelopes into the printer from the 'Feed Method' group.
b) Select a source from which the envelopes will be fed from the 'Feed From' group.
c) Click 'OK'. (The Envelope Address dialog box appears.)
11) Insert field names in the 'Sample Envelope Address' list box by doing the following:
a) Click 'Insert Merge Field'. (A drop-down list appears.)
Insert Merge Field
b) Select the field to be inserted. (The merge field name appears in the Sample Envelope Address list box.)
c) Repeat steps 11)a) through 11)c) for each field to be inserted.
d) Click 'OK'. (The Mail Merge Helper dialog box reappears.)
Mail Merge Helper
12) Merge and print the data by doing the following:
a) Click 'Merge...' from the 'Merge the Data with Document' group.
b) Do one of the following to select the output for the merged data:
1] Select 'Printer' from the 'Merge To' drop-down list box to send the output directly to a printer.
NOTE: The 'Printer' option is only available if a printer is connected to the computer.
2] Select 'New Document' from the 'Merge To' drop-down list box to send the output to a new Word document.
c) Click 'Merge'.
NOTE: Word creates a new document that contains one complete copy of the main document for each record in the data source, with data from the data source substituted for each merge field. The merged copies are separated from one another by section breaks.
