How To Create An Envelope With Mail Merge

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1 ACADEMIC TECHNOLOGY SUPPORT Microsoft Mail Merge: Envelopes

2 Table of Contents: Overview... 1 Objectives... 1 Step Step Step Step Step

3 Overview The mail merge process allows you to merge a list of data records with a letter, an message, address labels, envelopes, or directories. You can create your own data records directly in Word, or you can use records from Microsoft Excel, Access, or Outlook. This Guide will focus on how to create envelopes using Mail Merge. Objectives Participants in this workshop will: Create a Mail Merge using Envelopes Create a Mail Merge from using excel file of recipients Support Contact: Barbara Knight Chamberlain (knightb@etsu.edu; ) 1

4 Open MS Word. Go to the Ribbon at the top of the page. Select the Mailings Tab. In the Start Mail Merge Group, at the lower right corner of the 'Start Mail Merge' find the tiny triangle and select it. We will use the Step by Step Mail Merge Wizard. You will see a dialog box like the one to our right. The steps associated with creating Mail Merge will be very similar for Letter, messages, Envelopes, Labels or a Directory. To prepare a mail merge for Envelopes select Envelopes. Step 1 of 6 The first step is really asking a question, do you want to use the current document, find and start from a template, or find an existing document. Under Change document layout, find the correct size Envelope you are using. Step 2 of 6 Do you have a list of addresses or data that you want to use for the address or data field? If you leave 'Use an existing list' an option is available to 'Browse' for the list. If you are going to use Outlook contacts, the option changes to allow you to retrieve the information from a selected Contacts Folder from Outlook. If you select 'Type a new List' you will be taken to an Access Database so you can enter the information. This database will be located in a folder inside of 'Documents'. Microsoft prefers that all data associated with Mail Merge is housed in the 'My Data Sources' Folder. Step 3 of 6 Arrange your envelope. It is time to insert the 'Field' that performs the magical data input. This input is a direct link to the database that was created earlier or to the pre-existing database. This part is very tricky. When you created the layout, Word placed a holding area for your Receipent Address Field. First you will see the cursor blinking in the upper left corner of the envelope. This is where the Return Address will be typed or, you may have a preprinted return address on your envelope. 2

5 We want to put the Recipient Address Field where it belongs. Take your cursor/pointer and hover over the envelope. Hover carefully and slowly over where you think the recipient address would be. Watch for a change in the cursor. You will see an indicator that is letting you know you have an area with left or right alignment When you will see the standard indicator that tells you there is an object or text box there you have found the placeholder. When you see this indicator, select it and the box where your address goes will appear like this: Click inside the box and where the cursor appears, that is where you will insert the Address Block. If you want to manually insert a field into the document place your cursor at the selected location and drop down Insert Merge Field. Select the Merge Field(s) you need. Step 4 of 6 Select Next and you will see what your envelope looks like. Using the greater and less than icons you can also find particular recipients and edit them or exclude a recipient. Step 5 of 6 Complete the merge. You are ready to print. Support Contact: Barbara Knight Chamberlain (knightb@etsu.edu; ) 3

6 Printer settings. Each printer has it's own settings preferences. Refer to the Help Guide associated with your individual printer. Additional Resources: For more information call ETSU ATS elearning: or Web: 4

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