Mail Merge Documents - Microsoft Word 2002

Creating a mail merge letter

1. Open Microsoft Word
2. From the Tools menu go to Letters and Mailings and select Mail Merge...
3. From the mail merge panel (down the right of the screen) select Letters
4. Select Next: Starting Document (bottom right of the screen)
5. Select Use the current document
6. Select Next: Select Recipients (bottom right of the screen)
7. Select Using an existing list
8. Select Next: Write your letter (bottom right of the screen)
9. From the select data source screen select My Computer from the look in: box
10. Double click Local Disk (C:)
11. Double click Program Files
12. Double click RoundPro
13. Double click Data
14. Select Access Databases from the Files of Type list at the bottom of the screen
15. Select RoundPro from the file list
16. Click Open
17. A list of tables will be displayed, if you want to send the letter to the customer billing address select tblAccount, if you want to send the letter to the customer work address select tblAccountSite.
18. From the Mail Merge Recipients list select the customers you want to send the letter to
19. Click OK
20. Select Next: Write your letter
21. Place the cursor at the point where you want to insert the customers address and select More Items from the list of options in the Mail Merge Panel (down the right of the screen)
22. Select Name and then click Insert
23. Repeat the above step for Address 1-5 and postcode
24. If you wish to create a template document (which can be used again) save the document now
25. Select Next: Preview your letters (bottom right of the screen)
26. Review your document
27. Select Next: Complete the merge (bottom right of the screen)
28. Print the document

Creating mail merge mailing labels

1. Open Microsoft Word
2. From the Tools menu go to Letters and Mailings and select Mail Merge...
3. From the mail merge panel (down the right of the screen) select labels
4. Select Next: Starting Document (bottom right of the screen)
5. Select Use the current document
6. Select label options (from the mail merge panel)
7. Select the label you want to use from the list and click OK
8. Select Next: Starting Recipients (bottom right of the screen)
9. Select Using an existing list
10. Select Next: Write your letter (bottom right of the screen)
11. From the select data source screen select My Computer from the look in box
12. Double click Local Disk (C:)
13. Double click Program Files
14. Double click RoundPro
15. Double click Data
16. Select Access Databases from the Files of Type list at the bottom of the screen
17. Select RoundPro from the file list
18. Click Open
19. A list of tables will be displayed, if you want to send the letter to the customer billing address select tblAccount, if you want to send the letter to the customer work address select tblAccountSite.
20. From the Mail Merge Recipients list select the customers you want to send the letter to
21. Click OK
22. Select Next: Arrange your labels
23. Use the first label (top left) to create your labels
24. Place the cursor at the point where you want to insert the customers name
25. Select More items from the mail merge panel (down the right of the screen)
26. Select Name and then Insert
27. Repeat the above step for Address 1 - 5 and postcode
28. Select Update all labels from the mail merge panel (down the right of the screen)
29. If you wish to create a template document (which can be used again) save the document now
30. Select Next: Preview your labels
31. Review your labels
32. Select next: Complete the merge
33. Print your labels

Creating mail merge envelopes

1. Open Microsoft Word
2. From the Tools menu go to Letters and Mailings and select Mail Merge...
3. From the mail merge panel (down the right of the screen) select envelopes
4. Select Next: Starting Document (bottom right of the screen)
5. Select change document layout
6. Select envelope options
7. Select the layout which matches the envelopes you are using
8. Select Next: Select Recipients (bottom right of the screen)
9. Select Using an existing list
10. Select Next: Write your letter (bottom right of the screen)
11. From the select data source screen select My Computer from the look in: box
12. Double click Local Disk (C:)
13. Double click Program Files
14. Double click RoundPro
15. Double click Data
16. Select Access Databases from the Files of Type list at the bottom of the screen
17. Select RoundPro from the file list
18. Click Open
19. A list of tables will be displayed, if you want to send the letter to the customer billing address select
20. tblAccount, if you want to send the letter to the customer work address select tblAccountSite.
21. From the Mail Merge Recipients list select the customers you want to send the letter to
22. Click OK
23. Select Next: Arrange your envelope
24. Place the cursor at the point where you want to insert the customers address (There is a text box in the middle of the screen towards the bottom for the address) and select More Items from the list of options in the Mail Merge Panel (down the right of the screen)
25. Select Name and then click Insert
26. Repeat the above step for Address 1-5 and postcode
27. If you wish to create a template document (which can be used again) save the document now
28. Select Next: Preview your letters (bottom right of the screen)
29. Review your envelopes
30. Select Next: Complete the merge (bottom right of the screen)
31. Print the document

Merging a saved template

1. Open the Microsoft Word
2. Open the saved document
3. You may get the following message displayed "Opening this document will run the following SQL command SELECT * FROM [tblAccount] Data from your database will be placed in the document, Do you want to continue?", Select Yes
4. If the mail merge toolbar is not displayed go to the Tools menu and select Letters and Mailings, from the list of options pick Show Mail Merge Toolbar
5. Select Merge to New Document (The forth button from the right of the Mail Merge Toolbar)
6. Print the document created

© All content Copyright Logic Business Systems Limited, 2005