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Mail Merge Instructions for LABELS in Word 2002/2003
Posted: 13 Apr 2006 01:15 PM |
Mail Merge Instructions for Word 2002 (XP) and 2003 > LABELS
First, in CenterPiece…….
Run the report that contains the information that you are needing to use in your labels. At the top of the report find the “export to” menu and select MS Word. You will be prompted to “save” or “open,” and you should select save and make sure to save this report in a place that you will be able to easily access it (like the desktop or a folder that you commonly use).
**Now Open up Microsoft Word.
**In the top toolbar click on the “Tools” menu and then select “Letters and Mailings>Mail Merge.” This will bring up a helps tasksmenu on the side of your screen.
Step 1: Select Document Type
1. Under Select document type, choose Labels.
2. At the bottom of the Mail Merge task pane, click Next: Starting document.
Step 2: Starting Document
1. Choose Change document layout. Once you select this option, the task pane will change slightly.
2. Click on Label options..., the following dialog box will appear.
3. You may choose a specific type of label by Label products and Product number. You can adjust the height and width of the label by clicking on Details...
4. Click Next: Select recipients. Note that you can always go between steps by clicking on the Next and Previous links at the bottom of the task pane.
Step 3: Select Recipients
1. Select Use an existing list.
2. To pull up the CenterPiece report that you have already saved, click Browse... and navigate your way to the file.
3. All the entries in the CenterPiece report will now appear in the Mail Merge Recipients window, where you can edit the list of recipients.
4. In the Mail Merge Recipients window, select the recipients you want by checking the boxes next to the recipients. To sort the list, click the column heading of the item you want to sort by. To filter items in the list click the arrow next to the column heading of the item you want to filter by and select any of the following:
a. Blanks display all the records in which the corresponding field is blank.
b. Nonblanks display all the records in which the corresponding field contains information. If your data source contains records that share the same information, and there are ten or fewer unique values in the column, you can filter by specific information.
c. If the arrow next to any column heading is blue, that category is screening out names. To display all the recipients again, click and blue arrows and select All.
5. To check all names in your recipients list, click Select All. To uncheck all names, click Clear All.
6. Click OK to return to the Mail Merge Wizard.
7. To change the file click Select a different list...
8. To edit the list click on Edit recipient list... (data source)
9. Click on Next: Arrange your Labels.
Step 4: Arrange Your Labels
If you are creating a label, you may use Address block or More Items to edit the label. If you want every label to appear in the same format, you will need to click Update all labels under Replicate Labels, once you have inserted your desired information.
Address block
1. Click Address block...
2. In the Insert Address Block window, select the address elements you want to include and the formats you want, and then click OK.
3. If the Match Fields button appears, Microsoft Word may have been unable to find some of the information it needs for the address block. Click the arrow next to not matched, and then select the field from your CenterPiece report that corresponds to the field required for the mail merge.
More Items
Click More items...
1. Select one of the following: “Database Fields”
2. In the Fields window, click the field you want.
3. Click Insert, and then click Close.
4. If the Match Fields button appears, Microsoft Word may have been unable to find some of the information it needs to insert the field. Click the arrow next to not matched, and then select the field from your CenterPiece report that corresponds to the field required for the mail merge.
**IMPORTANT: After you have inserted the fields you want, make sure to hit the “Update All Labels” button, so that all labels will be formatted the same.
Click Next: Preview your labels.
Step 5: Preview your labels
1. To preview the items in order, click the arrows under the Preview your labels heading.
2. To locate a specific item, click Find a recipient..., and then enter the criteria in the Find field.
3. To change the list of recipients, click Edit recipient list..., and make your changes in the Mail Merge Recipients window.
4. Click on Next: Complete the Merge at the bottom of the task pane
Step 6: Complete the Merge
1. Click Edit individual labels...
2. In the Merge to New Document window, select the records you want to merge.
3. Click OK.
4. Microsoft Word will create new merged document.
5. To personalize individual documents, scroll to the information you want to edit, and make your changes.
6. Print or save the document just as you would any regular document.
Step 7: Save the Merged Labels
You may or may not want to save the merged document. Below are examples of times when you might wish to save the merged document:
• You wish to keep an archived copy of mailings, including to whom they were sent.
• You have personalized individual letters or labels within the merge, and want to save those changes.
If you do wish to save the merged document, click Edit individual labels. In the Merge to New Document window, select one of the following:
• To merge all the documents, click All.
• To merge only the document that you see in the document window, click Current record.
• To merge a range of documents, click From, and then type the record numbers in the From and To boxes.
Click OK.
Microsoft Word will open one new document that contains all the individual labels. Save the document just as you would any regular document.
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 Jane61
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| Joined: 10 Jan 2006 |
| Total Posts: 10 |
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Re: Mail Merge Instructions for LABELS in Word 2002/2003
Posted: 28 Apr 2006 08:07 AM |
| Hi Sarah, I don't think I ever told you THANK YOU for getting this info to us. It has been a great help. You guys are so good about finding the solutions we need to issues we have. Thanks a bunch! Jane |
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Re: Mail Merge Instructions for LABELS in Word 2002/2003
Posted: 28 Apr 2006 08:45 AM |
You are very welcome Jane! Glad we could help you. :o)
We will also be releasing a Mail Merge User Guide very soon, so be watching for this. It will have almost the same info as here, but in a cleaner format, like an instruction booklet. We will post an announcement when it has been released.
Have a wonderful day!!
Sarah
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Samsarah
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| Joined: 21 Apr 2006 |
| Total Posts: 16 |
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Re: Mail Merge Instructions for LABELS in Word 2002/2003
Posted: 05 May 2006 11:34 AM |
Sarah,
Thank you. The problem I am having is I can't even run a report. I am sure there is something very simple I'm not doing. I have tried for sometime to find the answer before contacting you, but I'm at a dead end and I am trying desparately to redo our entire filing system tomorrow. I filled in all the info asked for in reports, but it shows me there are no files. Please help.
Sarah Stone |
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Re: Mail Merge Instructions for LABELS in Word 2002/2003
Posted: 05 May 2006 11:41 AM |
Hi Sarah,
I'll give you a call right now and see if i can walk you through the process. |
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