MicrosoftВ® Office Word 2003 Step by Step (Step by Step (Microsoft))

Microsoft Office Specialist You can use a data source with more than one kind of main document. For example, the same data source you use to print form letters can be used to print sheets of mailing labels or to print envelopes.

The mail-merge process for creating mailing labels is similar to the process for creating form letters. You start by preparing the data source and then prepare the main document by selecting the brand and style of labels you plan to use, such as Avery standard 5159. Word then creates a full-page table with cells the size of the labels so that each cell will print on one label in a sheet. You insert merge fields into one cell as a template for all the other cells. When you merge the main document and the data source, you can print the labels or create a new label document that you can use whenever you want to send something to the same set of people.

In this exercise, you use the Mail Merge Wizard to create mailing labels and then print the labels on standard paper to proofread them.

New Blank Document

1. On the Standard toolbar, click the New Blank Document button.

   A new blank document window appears.

2. On the Tools menu, point to Letters and Mailings, and then click Mail Merge.

3. In the Mail Merge task pane, select the Labels option, and then click Next: Starting document to proceed to Step 2.

4. Select the Change document layout option, if necessary, and then in the Change document layout area, click Label options.

   The Label Options dialog box appears.

5. Scroll down the Product number list, click 5159 - Address, and then click OK.

   Word inserts a table that fills the first page of the document with cells the size of the specified labels.

   Important

   The document window might appear blank. The table with label- sized rectangles is there but not visible.

6. At the bottom of the Mail Merge task pane, click Next: Select recipients to proceed to Step 3.

7. Select the Use an existing list option, if necessary, and then click Browse.

   The Select Data Source dialog box appears.

8. Navigate to the My Documents\Microsoft Press\Word 2003 SBS\CreatingMail\CreatingLabel folder on your hard disk, and double-click the Data4 file.

   The Mail Merge Recipients dialog box appears.

9. Make sure that all four recipient check boxes are selected in the first column, and then click OK.

   The Mail Merge Recipients dialog box closes and the Next Record merge field appears in all the labels in the main document.

10. At the bottom of the Mail Merge task pane, click Next: Arrange your labels to proceed to Step 4, and then drag the scroll box in the horizontal scroll bar all the way to the left.

11. With the insertion point positioned in the upper-left label in the main document window, click Address block in the Mail Merge task pane.

    The Insert Address Block dialog box opens.

12. Click OK to accept the default settings and close the Insert Address Block dialog box.

    Word inserts the AddressBlock merge field into the upper-left label in the main document.

13. In the Replicate labels area of the Mail Merge task pane, click the Update all labels button.

    The AddressBlock merge field is inserted in all the labels.

14. Point to the scroll arrow at the bottom of the Mail Merge task pane, and then click Next: Preview your labels to proceed to Step 5.

    Word displays the labels as they will appear after the merge.

15. At the bottom of the Mail Merge task pane, click Next: Complete the merge.

    The names and addresses from the data source appear in the mailing label document.

16. In the Mail Merge task pane, click Print.

    The Merge to Printer dialog box appears with the All option selected.

17. Click OK.

    The Print dialog box opens.

18. Check that the name of the printer you want to use appears in the Name box, and then click OK to print the labels.

    The labels are printed on regular paper on the printer you selected. If you wanted to print on label sheets, you would insert the label sheets in the printer’s paper tray before clicking OK in the Print dialog box.

19. On the File menu, click Save As, navigate to the My Documents\Microsoft Press\Word 2003 SBS\CreatingMail\CreatingLabel folder, type MergedLabels as the file name, and then click Save to save the mailing labels document.

    CLOSE

    the MergedLabels document, and if you are not continuing on to the next chapter, quit Word.