Link to home
Start Free TrialLog in
Avatar of cbutton
cbuttonFlag for United States of America

asked on

How do I use MailMerge to complete Dummy?

Given The file "Dummy for EE" and the Sample data in" Sample for EE," How do I use Mail Merge to complete the merge?
My addtress list contains about eighty anames and addresses. Actually the names and addresses are in a Microsoft Access data base. Dummy-for-EE.docx Sample-for-EE.xlsx
Avatar of Eric Fletcher
Eric Fletcher
Flag of Canada image

See the revised attached files. The key is to include the «Next Record» code at the start of the additional address blocks on the page to have Word's merge insert the next record's data on the next label on the page. Use "Preview Results" to toggle the view between the mail merge codes and the results.
Fixed-Dummy-for-EE.docx
Sorry; pressed Enter before adding the updated Excel file that goes with the Word file. Data-Sample-for-EE.xlsx

I added a dozen dummy entries so the merge would have enough data to show you how it works.
In order for this to work properly, you need to have the labels setup.  Avery 5164 labels look like they are the right size for your content.  I've recreated your labels for Avery 5164.

I assume you are working with Word 2010 in these instructions.  Here is what I did.

Open Word
Open the Dummy for EE.docx
Click where you want the first address to appear
Select the Mailings Tab
Select Start Mail Merge > Step by Step Mail Merge Wizard
A pane will open on the Right side of the screen
Select Labels
Click Next: Starting Document at the bottom
Choose Current Document
Select Next:  Select recipients
Select Use an existing list
Select Browse
Navigate to your Sample for EE.xlsx
Choose the Sheet that contains the data
Check or uncheck the box for First row of data contains column headers
Click OK
Check the names you wish to use in your mail merge and click OK
Select Next: Arrange your labels
Set up your label with your Logo, lines, fonts and such
Click where you want the address to appear
Choose More Items from the pane
Select First Name
Select Insert
Select Close
Type a Space
Choose More Items from the pane
Select Last Name
Select Insert
Select Close
Hit ENTER
Choose More Items from the pane
Select Street Address
Select Insert
Select Close
Hit ENTER
Choose More Items from the pane
Select City
Select Insert
Select Close
Type a Colon and a Space
Choose More Items from the pane
Select State
Select Insert
Select Close
Type Two Spaces
Choose More Items from the pane
Select First Name
Select Insert
Select Close
Correct any formatting on that one label.  It should look something like this:

 User generated image
Once you are happy with the first label, Select the Update all labels button
Click Next: Preview your labels
You should see what your data looks like in your labels, hit Previous to go back and make any changes, if necessary
When satisfied, select Next Complete the merge
Select Edit individual labels to complete the merge to a new document
Select All from the Merge records dialog and click OK
A new document is created with your merged data called Labels1

See the attached files.  Labels1 is the completed merge document.  If you open the Merge-Field_Document.docx, you will see how I took your original document's formatting and applied the mail merge fields for you.

I hope this is useful.  
Labels1.docx
Merge-Field-Document.docx
Avatar of cbutton

ASKER

Eric,

I've used MailMerge many times in the past, but this case seemed too complicated for me. Thank you for your excellent help.

By the way, I increased the points to 500.

Thank you very much.

Charlie

PS: I should have told you I was using Avery 8164.
ASKER CERTIFIED SOLUTION
Avatar of Eric Fletcher
Eric Fletcher
Flag of Canada image

Link to home
membership
This solution is only available to members.
To access this solution, you must be a member of Experts Exchange.
Start Free Trial