ADDRESSING ENVELOPES

[E_Fowler]

IN THE WORD 2004 ENVELOPE WIZARD FORM, IT IS POSSIBLE TO COPY AN ADDRESS FROM THE MAC ADDRESS BOOK AND PASTE IT INTO THE RECIPIENT ADDRESS BOX AND THEN PRINT THE ENVELOPE. BUT EVEN THOUGH IT IS POSSIBLE TO COPY A SECOND ADDRESS IN ORDER TO ADDRESS A SECOND ENVELOPE, IT IS IMPOSSIBLE TO PASTE THE SECOND ADDRESS. "PASTE' DOES NOT APPEAR IN THE DROP DOWN LIST UNDER EDIT OR IN THE MOUSE RIGHT CLICK LIST.

WHY IS IT IMPOSSIBLE TO ADDRESS TWO (OR MORE) ENVELOPES IN SUCCESSION, BY COPYING AND PASTING FROM EITHER THE MAC ADDRESS BOOK OR THE OFFICE ADDRESS BOOK?

 

[CyberTaz]

First of all, PLEASE turn off the Caps Lock - electronic messages in all
caps are unbearably diffcult to read & doing so is considered rude in such
comunications (the equivalent of shouting).

As to your question, I'm not sure what you are actually attempting to do.
Envelopes are either generated as a part of a letter document or as a mail
merge main document. It isn't clear from your post where it is that you are
attempting to paste a second address.

If you're using Tools> Envelopes it's because only *1*envelope is expected
to be needed for *1* mailing address in any given letter. If you're
attempting to address several envelopes to different recipients it's a
matter of using Mail Merge instead of Tools> Envelopes.

OTOH, if you're actually using the *Letter Wizard* it may not be the right
tool for the job either.

Please describ exactly what it is that you're trying to accomplish & I'm
sure someone will be able to help get you on the right track

Regards |:>)
Bob Jones
Office:Mac MVP

 

[E_Fowler]

My embarrassed apologies for the caps. I'm vision impaired, and thought it was the web site that was producing the caps.

When I use Word, included in Microsoft Office for Mac, unless I want to start with a new blank document, I click on "Project Gallery" which gives me a list of available "Wizards," for example, labels, or letters/envelopes. This is where I have been using the screen that asks for recipient's address and return address, size, etc. This is where the problem arises.

I have used the Merge Manager to create a large set of labels, which can be used, I think, to choose single labels for printing.

I also attempted, some time ago, to use the Merge Manager to create a group of envelopes. This only works with the Office Address Book. I can't import addresses from the Mac Address Book to the Office Address Book. Since I most often use the Mac list, there are many new addresses there that are not in the other list.

I didn't know that it was possible to address a single new envelope with Mail Merge. If that is possible, I haven't found out how. I don't know which screen you are referring to when you mention Tools, envelopes.

Thanks, greatly, for your reply. As you see, there is much that I need to learn, although I've been using my Mac for a couple of years, and enjoying, especially, its accessibility features.

Earl Fowler

 

[CyberTaz]

Hi earl - Please see below;

My embarrassed apologies for the caps. I'm vision impaired, and thought it
was the web site that was producing the caps.

No problem - the information was provided with good intent, not to
chastise

When I use Word, included in Microsoft Office for Mac, unless I want to
start with a new blank document, I click on "Project Gallery" which gives
me a list of available "Wizards," for example, labels, or
letters/envelopes. This is where I have been using the screen that asks
for recipient's address and return address, size, etc. This is where the
problem arises.

OK - that is basically the same result as going to the Tools menu &
selecting Envelopes... - Which is what I was referring to. [Menu references
are usually indicated in that way (Tools> Envelopes)]. That method is
intended for producing single envelopes. The envelope can be added to the
letter you currently have open at the time or generated as a new document of
its own - dependent on whether you tick the "Insert this envelope into the
active document" checkbox. However, you do have to repeat the process for
each address/envelope - the feature isn't designed for creating more than
one envelope at a time.

I have used the Merge Manager to create a large set of labels, which can
be used, I think, to choose single labels for printing.

I also attempted, some time ago, to use the Merge Manager to create a
group of envelopes. This only works with the Office Address Book. I can't
import addresses from the Mac Address Book to the Office Address Book.
Since I most often use the Mac list, there are many new addresses there
that are not in the other list.

Correct - Word's Data Merge Manager can't directly access the data in
Apple's Address Book. I believe that data can be exported in a "v-card"
format which can then be imported to the Office Address Book or can be
converted to a format that can be used. I'm not familiar with how to go
about it so I won't confuse you with more "maybes" - perhaps one of the
others here can provide more accurate information on that.

I didn't know that it was possible to address a single new envelope with
Mail Merge. If that is possible, I haven't found out how. I don't know
which screen you are referring to when you mention Tools, envelopes.

Again, you're basically correct - Merges are primarily intended for
populating a number of labels or envelopes with different addressee
information. However, the 4th step of the Data Merge pane labeled "Filter
Recipients" allow you to be selective as necessary as to which recipients in
the list should be included for any given merge. You can also use step 5 to
preview & navigate to any record then use the list in step 6 to include only
Current Record or use Custom to specify a range/sequence of records.

Thanks, greatly, for your reply. As you see, there is much that I need to
learn, although I've been using my Mac for a couple of years, and
enjoying, especially, its accessibility features.

Earl Fowler

I'm afraid I still may not have answered your question as it isn't really
clear to me what you're trying to do. Have a look at Word's Help for "Data
Merge" & if that combined with the above leave you with more questions
please don't hesitate to post back.

 

[E_Fowler]

Hi earl - Please see below;

wrote in message
> My embarrassed apologies for the caps. I'm vision impaired, and thought it
> was the web site that was producing the caps.

No problem - the information was provided with good intent, not to
chastise

>
> When I use Word, included in Microsoft Office for Mac, unless I want to
> start with a new blank document, I click on "Project Gallery" which gives
> me a list of available "Wizards," for example, labels, or
> letters/envelopes. This is where I have been using the screen that asks
> for recipient's address and return address, size, etc. This is where the
> problem arises.

OK - that is basically the same result as going to the Tools menu &
selecting Envelopes... - Which is what I was referring to. [Menu references
are usually indicated in that way (Tools> Envelopes)]. That method is
intended for producing single envelopes. The envelope can be added to the
letter you currently have open at the time or generated as a new document of
its own - dependent on whether you tick the "Insert this envelope into the
active document" checkbox. However, you do have to repeat the process for
each address/envelope - the feature isn't designed for creating more than
one envelope at a time.

>
> I have used the Merge Manager to create a large set of labels, which can
> be used, I think, to choose single labels for printing.
>
> I also attempted, some time ago, to use the Merge Manager to create a
> group of envelopes. This only works with the Office Address Book. I can't
> import addresses from the Mac Address Book to the Office Address Book.
> Since I most often use the Mac list, there are many new addresses there
> that are not in the other list.

Correct - Word's Data Merge Manager can't directly access the data in
Apple's Address Book. I believe that data can be exported in a "v-card"
format which can then be imported to the Office Address Book or can be
converted to a format that can be used. I'm not familiar with how to go
about it so I won't confuse you with more "maybes" - perhaps one of the
others here can provide more accurate information on that.

>
> I didn't know that it was possible to address a single new envelope with
> Mail Merge. If that is possible, I haven't found out how. I don't know
> which screen you are referring to when you mention Tools, envelopes.

Again, you're basically correct - Merges are primarily intended for
populating a number of labels or envelopes with different addressee
information. However, the 4th step of the Data Merge pane labeled "Filter
Recipients" allow you to be selective as necessary as to which recipients in
the list should be included for any given merge. You can also use step 5 to
preview & navigate to any record then use the list in step 6 to include only
Current Record or use Custom to specify a range/sequence of records.
>
> Thanks, greatly, for your reply. As you see, there is much that I need to
> learn, although I've been using my Mac for a couple of years, and
> enjoying, especially, its accessibility features.
>
> Earl Fowler

I'm afraid I still may not have answered your question as it isn't really
clear to me what you're trying to do. Have a look at Word's Help for "Data
Merge" & if that combined with the above leave you with more questions
please don't hesitate to post back.

MVP Bob,
All your information was helpful and informative. The one part of the question that you didn't note, maybe because I buried it in too many other details, is that I do know how to create envelopes individually if I type

 

[E_Fowler]

MVP Bob:

I tried to post a reply, again, after your last post. Something happened, and my message was not fully transmitted.

The point of it is that I know how to address an envelope, even several envelopes, if I type in the name and address manually. But because of my visual impairment, I want to be able to copy and paste from an Address Book to the address box. That is where I have the problem of not being able to copy and paste twice. I think this point got buried in my first inquiry.

But I have just solved the problem in a cumbersome way. If I exit completely from both Word and the Address Book, then start over, I can copy another name and address, and will be able to paste it.

What happens to the (second) name that I select and copy, but can't paste? Is it somewhere and needs to be deleted before I can continue?

If you don't want to worry any longer about this problem, never mind. I can now do what I want to do, even though indirectly.

Greetings, Earl

 

[CyberTaz]

Hello Earl -

Now that I have a better picture of what you need, here are two options...
Although the *exact* way you're proceeding will not allow more than one
envelope, the first option is a variation on that. However, there's no need
to exit Word at all:

Option 1: Continue to do as you are, using Envelope Wizard or Tools>
Envelopes (I personally use the latter because I find it a bit more
convenient - but that's just my preference). The one difference - clear the
check in the box for "Insert this envelop into the active document". That
will create an envelope document based on the recipient you select from the
Address Book and each time you repeat the process you'll get an additional
envelope document for the next recipient you select... And there's no need
to copy & paste the addressee info - when you click the Address Book icon
simply click on the name of the recipient, then click the Insert button.

This produces several envelope documents, each addressed to a selected
recipient & each will have to be printed separately.

Option 2: Use the Tools> Data Merge menu command & select Envelopes in the
first section (Main Document - Create: Envelopes) but just click OK when the
Envelope window opens - don't select any addresses. In the second section
(Data Source - Get Data: Office Address Book) choose Office Address Book,
then drag the fields to populate the envelope address box.

Then, in the section of the Data Merge Manager labeled "Merge" click the
Query Options button, open the "List mail recipients..." list & select
Complete Record. That will give you a list of who's in the Address Book -
simply put a check in the box for those you want to include, then either
merge to printer or to a new document using the appropriate button in the
same section of the Manager.

This second option either sends all envelopes to the printer at once or
creates a single document consisting of one envelope "page" for each
recipient - depending on your choice as indicated above.

HTH |:>)
Bob Jones
[MVP] Office:Mac

 

[tcampbel1965]

Where would I find Office 2004 address book? I can find it when I have a word document opened but I can't enter addresses. all I can do is search for names (and there are none). I need to enter about 100 addresses to merge onto the same letter. I used to use wordperfect and it was very easy to do. Perhaps you can tell me how to enter all the addresses into address book and merge them onto the letter. I know how to use MAC OSX address book but apparently I can't use this to merge onto a word document. thanks

 

[Phillip Jones]

There are two sources

internally you get them from Entourage address book.

or you can create an Excel worksheet and enter the information the first
row enter column names:
Name
address
address2
city
state
Zip
Phone
fax
email
email2

Save the file. quit Excel.

Then go to Tools menu > Data Merge Manager in Word.

when window open click on all the disclosure triangles so that all sub
menus are open.

now in one sub menu it ask for Get data source. select the file created.

Now in merge field drag and drop on a blank document or at the
appropriate place in a written document (form letter) in order desired.

once all record titles are placed in document insert spaces, return and
punctuation (commas) as needed.

You can do previews.

You can choose all or use the query to select only the desired grouping

Also in preview it show in a slide show format each created form letter.
You can choose to just to print that item.

there are many advantages to using an Excel Database.

Where would I find Office 2004 address book? I can find it when I
have a word document opened but I can't enter addresses. all I can do
is search for names (and there are none). I need to enter about 100
addresses to merge onto the same letter. I used to use wordperfect
and it was very easy to do. Perhaps you can tell me how to enter all
the addresses into address book and merge them onto the letter. I
know how to use MAC OSX address book but apparently I can't use this
to merge onto a word document. thanks

--
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616 Liberty Street |Who's Who. PHONE:276-632-5045, FAX:276-632-0868
Martinsville Va 24112 |[email protected], ICQ11269732, AIM pjonescet
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[Phillip Jones]

I said (form Letter) in my previous post but can just as easily be an
envelope.

There are two sources

internally you get them from Entourage address book.

or you can create an Excel worksheet and enter the information the first
row enter column names:
Name
address
address2
city
state
Zip
Phone
fax
email
email2

Save the file. quit Excel.

Then go to Tools menu > Data Merge Manager in Word.

when window open click on all the disclosure triangles so that all sub
menus are open.

now in one sub menu it ask for Get data source. select the file created.

Now in merge field drag and drop on a blank document or at the
appropriate place in a written document (form letter) in order desired.

once all record titles are placed in document insert spaces, return and
punctuation (commas) as needed.

You can do previews.

You can choose all or use the query to select only the desired grouping

Also in preview it show in a slide show format each created form letter.
You can choose to just to print that item.

there are many advantages to using an Excel Database.

--
------------------------------------------------------------------------
Phillip M. Jones, CET |LIFE MEMBER: VPEA ETA-I, NESDA, ISCET, Sterling
616 Liberty Street |Who's Who. PHONE:276-632-5045, FAX:276-632-0868
Martinsville Va 24112 |[email protected], ICQ11269732, AIM pjonescet
------------------------------------------------------------------------

If it's "fixed", don't "break it"!

mailto[email protected]

<http://www.kimbanet.com/~pjones/default.htm>
<http://www.kimbanet.com/~pjones/90th_Birthday/index.htm>
<http://www.kimbanet.com/~pjones/Fulcher/default.html>
<http://www.kimbanet.com/~pjones/Harris/default.htm>
<http://www.kimbanet.com/~pjones/Jones/default.htm>

<http://www.vpea.org>