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Tutorial notes and Application.
Many software programs have various ways of performing the same operation.
The software will have "wizards" that "walk" the user thru the program, however, one will find "icons" that are "shortcuts" for the same features explained in the wizard. This tutorial also explains how to locate the "shortcut icons" as well as using the "mail merge wizard".
Thus, in conclusion, "shortcut icons" can be used in combination with various features of the "mail merge wizard".
Very Important Printing Notes: After the Recipient List is edited, and specifying a printing action for the Merge Document, printing pop-up boxes (two in succession) may appear – select "ALL" and click "OK". Sometimes the Mail Merge Wizard (or printer setup) fails to recognize the selected records to print. In this case, copy only those records (to be printed) to a new worksheet in the workbook and select this sheet as the data source.
Practical Application of Mail Merge for an Individual
Bob has mailings and correspondence to individuals, businesses and a social organization to which he belongs. Bob set up a "workbook" entitled "addresses" for use with envelopes, labels or letters with the following tabs:
Tab 1 named "ret add" as his return address data source.
Tab 2 named "bus con" as the data source for business contacts.
Tab 3 named "br cl" as the data source for bridge club members.
Tab 4 named "xmas list" as the data source for Christmas cards.
Other columns of information could be added as desired; however, this example is explaining the basics for making documents requiring an address.
Each data source (tab) would contain basic address information:
Header Row (Line 1- should be adjacent columns.)
Column: 1st name
Column: last name
Column: address line 1
Column: address line 2
Column: city
Column: state
Column: zip
Tab 1: Since Tab 1 is named "ret add", this is Bob's own "return address" so he has 30 lines (or records) with each column containing the same information vertically for 30 lines (or records).
This allows Bob to use "Mail Merge" to print one entire sheet of standard address labels (30) having his return address. 30 envelopes could also be preprinted with Bob's return address, however, it is usually customary to print the return address at the same time as the addressee, and it would not require the use of merge fields as the return address would not vary for each envelope.
Tabs 2, 3, and 4, "bus con", "br cl" and "xmas list", respectively, would have variable information as applicable for each line (or record) so as to be able to use "Mail Merge" to generate the desired mailing document(s).
It might also be noted, that, once a "merge document" (or format) is set up, it can be saved. As long as the data source naming conventions remain the same, the data source is automatically opened/recalled for use in the reopened "merge document". A pop up box may appear to verify the use of the same data source as before. Click yes.
Of course, a "workbook" and its "tabs" can be named as desired by the originator. The ones used in this example are for explanatory purposes. A workbook's "tabs" are also commonly referred to as "worksheets".
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