Mouse Clix

By: Hobie Lunin

"The urge to merge"

My apologies to those readers who think that my title portends an article by "Dr. Ruth." Far from it! It is about making and using a database to address labels and envelopes.

If you are the secretary of an organization sending out a newsletter or if you have a large mailing list of your own for your holiday family newsletter, this may be helpful to you.

If, however, you have a shorter list of names, 50 or less, and these names do not change frequently, you can just set up a label file that is mostly permanent but in which you can make occasional changes.

I prefer WordPerfect for this and select Format from the task bar and then Labels. The program asks you what label you are using by Avery number. The Avery number is usually referenced on the outside of the box, whatever brand you buy.

When selected, you will see the entire page of blank labels, which you can enter and type in, one at a time. Start each label down a line and in a few spaces from the edge otherwise you may find that part of the address will be off the label when it is printed. Causes can be how you loaded the label sheet in your printer or slight variations in the manufacture. To go from the last line of one label to the first line of the next label, hold down Control and tap Enter.

Save this file when you are done with it so you won't have to type it again. To change a label, just find the label on the sheet, click on it and correct it as you would in any word processor.

If you have a much larger list that changes regularly you may want to enter all the names and addresses in a database. This will allow you to add additional information like phone numbers and e-mail addresses, that won't appear on the label.

I suggest using Excel as an address database. Across the top row of the columns, type Last Name, First Name, Mr. or Mrs. (or Mr. & Mrs.), Address, City, State and Zip Code. Each of these will head a separate column. Other columns may be used for other information. Fill in all the data. Check it over for errors and omissions. If in any case where you did not enter anything in the Mr. and/or Mrs. column, it will be blank on the label. If you add a column for "and family" this will appear in the addresses where you have typed it in your database, and will be missing where it was not typed.

To merge this list with your labels, follow the directions below. Remember that the address list is your "data base" and the labels are your "main document".

Here are the directions. They apply to Microsoft Word. There will be slight differences in other applications. They are long and are not really for beginners. If you are doing this for the first time, I suggest having someone read these to you as you do it so you don't get lost.

Open Microsoft Word. Click on New, then Tools, then Mail Merge, then Create, then Mailing Labels, then Active Window, then Get Data, and then Open Data Source. Change Files of Type: to MS Excel Worksheets if you have made the address book there. Double Click on the name you have given to your address book, Click OK (Entire Spreadsheet). Click on Set up Main Document. Select your Label No., and Click OK.

Click in the open Label field to see your insertion point (vertical flashing line). Hit Enter and the space bar 4-5 spaces (this is to keep your address from the very edge of the label). Click on Insert Merge field. There you will see a list of your column headings in your database. Click on Mr. & Mrs., if you have it in your address database, then hit the space bar once. Click again on Insert Merge Field and click on First Name, hit space bar once, click on Insert Merge Field and click on Last Name. Add a space and click on Insert Merge Field and click on "and family", if you have it in your address book. Hit Enter and line up the insertion point underneath the previous line. Click on Insert Merge Field, then click on Address. Hit Enter and then spacebar to line up under the address. Click on Insert Merge Field, click on City, add a comma and a space and click on Insert Merge Field. Click on State, add three spaces, click on Insert Merge field and click on Zip Code.

This will be the layout of your labels. Click OK, click Merge, click Merge again. There are your labels! You can print them right out on your label sheets.

If instead, you want your printer to print out envelopes, do the following. At the point above, where you clicked on Create, click next on Envelopes instead of Labels. The procedure is pretty much the same after that.

If you do not have an envelope feeder, you will have to feed the envelopes by hand. If you want your envelopes to look handwritten, browse through your fonts to find one that looks like it, e.g., Mistral. Then, when you are at the end and all the envelopes are on the screen, click Edit on the Word toolbar and Select All. Then change the font style, color and size to your preference. Then click on Print and start feeding the envelopes. If you are not sure where the envelope should be fed put a blank sheet in first to see how it will print.

WOW, was that a project or what? Once you try it, you will never lose your urge to merge! Even "Dr. Ruth" would agree. :-)

Hobie Lunin is a Computer Instructor and Consultant, and can be reached at hlunin@email.com. To see previous articles, point your browser to http://mouseclix.tripod.com