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Labels Merge
Product Name:
Microsoft Word for Windows
Version:
6.0x and 7.0
Title:
Versions 6.0x and 7.0: Labels Merge
Topic:
Merge
Creating a Labels
Main Document
1. In a new,
blank document, choose Mail Merge from the Tools menu.
2. In the
Mail Merge Helper box under Main Document, choose the Create button,
then choose Mailing Labels.
3. When Word
displays a message, choose the Active Window button.
4. In the
Mail Merge Helper box under Data Source, choose the Get Data button.
5. If a data
file already exists, choose the Open Data Source option under Data
Source, select the data file, choose the OK button and proceed to step
10. (Note: If your data
source is other than a Word 6.0/7.0 document be sure that the box for
Confirm Convertions is checked.
Word will prompt you for the file type when you select a data
source.)
Creating the Data
Source
6. If a data
file does not exist, choose the Create Data Source Option. The Create
Data Source box will appear.
From this box, Word will list common field names that are used
when creating data documents.
These names are located in "Field Names in Header Row". You can
choose to keep these field names, delete them, create new ones, or
move them around.
7. To remove
the field names, select the field name you want to delete, and click
on Remove Field Name.
Add field names by typing a field name in the Field Name
box, then clicking on Add Field Name.
To move the field names around, select the field name you
want to move, and use the arrow buttons located to the right of the
field names to move them up or down.
Choose OK when you are done.
8. The Save
Data Source box will appear.
Enter in a File Name, then click on OK.
9. A new
dialog box will appear. Click on the button for Edit Data Source since
the data source contains no record information.
The Data Form box will appear.
Type in your information. Use the tab key to move from
one field to the next. Choose Add New when you have finished one
record and want to start a new one. When you are finished with all
records, choose OK.
Continuing the
Merge
10. If you
used a pre-existing data source, a Word message will be displayed
asking whether you want to set up the main document. Choose Set Up
Main Document and proceed to step 12.
11. If you
created a data source (using steps 6-9 above), Word will return you to
the document. Choose Mail Merge from the Tools menu and click the
Setup button under Main Document.
12. In the
Labels Option dialog box, select the type of printer, paper tray, and
product number for the labels.
Once this is done, click on OK.
13. In the
Create Labels dialog box, position the cursor (or insertion point) in
the sample label. Click
the button that says Insert Merge Field to bring up a list of field
names. Choose the first field that you want to have printed on the
label. Repeat the process, putting in spaces and returns where
appropriate.
14. Click on
OK.
15. Choose
Close from the Mail Merge Helper dialog box.
16. At this
point, save the file using File/Save As. Do NOT save this file
with the same name as the
data file.
17. Choose Mail Merge from the Tools menu and select the
Merge button in the Mail Merge Helper dialog box under Merge Data with
the Document.
18. In the Merge dialog box, select the Merge button
which will merge to the screen. The labels can then be printed by
going to the File menu and then Print.
Helpful Hints:
1. To return
to the Data Form dialog box from the Main Document, simply click on
the Edit Data Source button.
This will allow you to add new records to your data source.
2. To return
to the Mail Merge Helper dialog box from the Main Document, click on
the Mail Merge Helper button.
Form Letter
Merge
Product Name:
Microsoft Word for Windows
Version:
6.0x and 7.0
Title:
Versions 6.0x and 7.0: Form Letter Merge
Topic:
Merge
Creating a Form
Letter Main Document
1. With your
letter open on the screen, choose Mail Merge from the Tools menu.
2. In the
Mail Merge Helper dialog box under Main Document, choose the Create
button, then choose Form Letters.
3. When Word
displays a message, choose the Active Window button.
4. In the
Mail Merge Helper dialog box under Data Source, choose the Get Data
button.
5. If a data
file already exists, choose the Open Data Source option under Data
Source, select the data file, choose the OK button and proceed to step
10 (Note: If your data
source is other than a Word 6.0/7.0 document be sure that the box for
Confirm Convertions is checked.
Word will prompt you for the file type when you select a data
source.)
Creating the Data
Source
6. If a data
file does not exist, choose the Create Data Source Option. The Create
Data Source box will appear.
From this box, Word will list common field names that are used
when creating data documents.
These names are located in "Field Names in Header Row". You can
choose to keep these field names, delete them, create new ones, or
move them around.
7. To remove
the field names, select the field name you want to delete, and click
on Remove Field Name.
Add field names by typing a field name in the Field Name
box, then clicking on Add Field Name.
To move the field names around, select the field name you
want to move, and use the arrow buttons located to the right of the
field names to move them up or down.
Choose OK when you are done.
8. The Save
Data Source box will appear.
Enter in a File Name, then click on OK.
9. A new
dialog box will appear. Click on the button for Edit Data Source since
the data source contains no record information.
The Data Form box will appear.
Type in your information. Use the tab key to move from
one field to the next. Choose Add New when you have finished one
record and want to start a new one. When you are finished with all
records, choose OK.
Continuing the
Merge
10. If you
used a pre-existing data source, a Word message will be displayed
asking whether you want to edit the main document. Choose Edit Main
Document and proceed to step 12.
11. If you
created a data source (using steps 6-9 above), Word will return you to
the document.
12. Position
the cursor (or insertion point) on the document where the first field
should appear. Click the
button that says Insert Merge Field to bring up a list of field names.
Choose the first field that you want to have in the letter.
Repeat the process until you have placed all the appropriate fields in
the document.
14. At this point, save the file using File/Save As.
Do NOT save this file with
the same name as the data file.
15. Choose Mail Merge from the Tools menu and select
the Merge button in the Mail Merge Helper dialog box under
Merge Data with the Document.
16. In the Merge dialog box, select the Merge button
which will merge to the screen. The letters can then be printed by
going to the File menu and then Print.
Helpful Hints:
1. To return
to the Data Form dialog box from the Main Document, simply click on
the Edit Data Source button.
This will allow you to add new records to your data source.
2. To return
to the Mail Merge Helper dialog box from the Main Document, click on
the Mail Merge Helper button.
Envelope Merge
Product Name:
Microsoft Word for Windows
Title:
Versions 6.0x and 7.0: Envelope Merge
Topic:
Merge
Creating an
Envelope Main Document
1. In a new,
blank document, choose Mail Merge from the Tools menu.
2. In the
Mail Merge Helper dialog box under Main Document, choose the Create
button, then choose Envelopes.
3. When Word
displays a message, choose the Active Window button.
4. In the
Mail Merge Helper dialog box under Data Source, choose the Get Data
button.
5. If a data
file already exists, choose the Open Data Source option under Data
Source, select the data file, choose the OK button and proceed to step
10. (Note: If your data
source is other than a Word 6.0/7.0 document be sure that the box for
Confirm Convertions is checked.
Word will prompt you for the file type when you select a data
source.)
Creating the Data
Source
6. If a data
file does not exist, choose the Create Data Source Option. The Create
Data Source box will appear.
From this box, Word will list common field names that are used
when creating data documents.
These names are located in "Field Names in Header Row". You can
choose to keep these field names, delete them, create new ones, or
move them around.
7. To remove
the field names, select the field name you want to delete, and click
on Remove Field Name.
Add field names by typing a field name in the Field Name
box, then clicking on Add Field Name.
To move the field names around, select the field name you
want to move, and use the arrow buttons located to the right of the
field names to move them up or down.
Choose OK when you are done.
8. The Save
Data Source box will appear.
Enter in a File Name, then click on OK.
9. A new
dialog box will appear. Click on the button for Edit Data Source since
the data source contains no record information.
The Data Form box will appear.
Type in your information. Use the tab key to move from
one field to the next. Choose Add New when you have finished one
record and want to start a new one. When you are finished with all
records, choose OK.
Continuing the
Merge
10. If you
used a pre-existing data source, a Word message will be displayed
asking whether you want to set up the main document. Choose Set Up
Main Document and proceed to step 12.
11. If you
created a data source (using steps 6-9 above), Word will return you to
the document. Choose Mail Merge from the Tools menu and click the
Setup button under Main Document.
12. In the
Envelopes Option dialog box, select the envelope size that you desire
(Size 10 is a standard envelope size).
Once this is done, click on OK.
13. In the
Envelope Address dialog box, position the cursor (or insertion point)
in the Sample Envelope Address.
Click the button that says Insert Merge Field to bring up a
list of field names. Choose the first field that you want to have
printed on the envelope. Repeat the process, putting in spaces and
returns where appropriate.
14. Click on
OK.
15. Choose
Close from the Mail Merge Helper dialog box.
16. At this
point, save the file using File/Save As.
Do NOT save this file with
the same name as the data file.
17. Choose Mail Merge from the Tools menu and select
the Merge button in the Mail Merge Helper dialog box under
Merge Data with the Document.
18. In the Merge dialog box, select the Merge button
which will merge to the screen. The envelopes can then be printed by
going to the File menu and then Print.
Helpful Hints:
1. To return
to the Data Form dialog box from the Main Document, simply click on
the Edit Data Source button.
This will allow you to add new records to your data source.
2. To return
to the Mail Merge Helper dialog box from the Main Document, click on
the Mail Merge Helper button.
WordPerfect Merges
Version:
6.x
Title:
Version 6.x : Performing a Merge
Topic:
Merge
Creating a Data File
1. Choose the Merge
option from the Tools menu.
2. If a data file already
exists, proceed to the section below entitled
"Creating a Form File". To
create a data text file,
choose Data. If you want the data file to be in
table format, check off Place Records in Table and then
choose Data. The Create Data File Window will appear.
3. Name the fields for
this file by typing the name of the field, then clicking on the Add
button. The comment at the bottom of the Create Data File Window is a
big help when trying to decide what field names to use : Divide your
information into categories, and think of a word that describes each
category. This is a field name. Add each field one at a time. Some
typical field names : First Name, Last Name, Address1, Address2, City,
State, Zip.
4. Choose OK when you
have added all of the field names.
5. A Quick Data Entry
dialog box will appear. Type the desired information in the first
field of this record, then choose Next Field or hit the tab key to go
to the next field. When all of the information has been entered,
choose the New Record button. (To delete a record that has been
entered, choose First, Previous, Next or Last to display the record,
then choose the Delete Record option .)
6. If you need to change
the field names themselves, choose the option for Field Names, make
edits, then choose OK.
Repeat the above steps until all the records have been entered, then
choose the Close button.
7. Save the data file by
choosing Yes, specifying a filename, then choosing OK. Make note of
the name and location of the file. Close the document by going to the
File menu and choosing Close.
Creating a Form File
1. Choose Merge from the
Tools menu, then choose Form.
2. To associate a data
file with this form file, specify a filename, then choose OK. If you
created a data file using the above instructions, specify the file
that you created, then choose OK.
3. Begin by typing the
form file. Insert information from the data file by choosing the
Insert Field button from the Merge Feature Bar, specify the field
name, then choose insert. The dialog box will NOT disappear (it is
modeless); it will stay on-screen. The Field Code will display in the
form file. When the merge is performed, the field code will be
replaced with the information that is in the data file. Continue
typing and inserting field names as appropriate. When you are done
inserting the field names, choose Close in the Insert Field Name or
Number dialog.
4. At this point, save
the file using File/Save As.
Do NOT save this file with
the same name as the data file.
Performing the Merge
1. Choose Merge from the
Tools menu, then choose Merge.
2. Enter the filename of
the form file, and enter the filename of the data file. Then, if
desired, enter the filename of the merged file. It is OK to leave this
as <New Document>. Press OK. The letters will be merged to the screen.
NOTE : To stop a merge at any point in time, press cancel (esc key) or
Ctrl + Break.
3. The letters can then be printed by going to the File menu and then
Print.
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