Mike said:
In Word 2003, I need to print several envelopes, each with the same
address but different unit number. For example, I need to go from:
Resident
123 States Drive, Unit 001
San Antonio, TX 77453
to:
Resident
123 States Drive, Unit 300
San Antonio, TX 77453
Could someone please help me by providing steps or a link.
Thanks,
m
To prepare these envelopes, I suggest you use the Mail Merge facility in
Word.
As a first step, you must prepare your "data source". You could set up a
database in Word or in Microsoft Access.
However, for speed and simplicity, it will probably be just as easy to
create an Excel spreadsheet. To do this, open Excel and start the new
spreadsheet.
In cell A1, type the word "Number".
In cell A2, enter 1.
Select cell A2 and click on "Edit" / "Fill" / "Series"
A menu will open. Select the "Series in Columns" option; "Step value 1";
"Stop Value" 300
Click on OK
The spreadsheet should now contain a single column, headed Number, with
every number from 1 thru 300.
If you wanted to address envelopes individually to each resident, you could
create a second column headed "Resident" in the Excel spreadsheet - and
enter the residents' names against each Unit number.
Save the excel spreadsheet with a suitable file name (such as data.xls or
numbers.xls)
Next open Word and click on "Tools" / "Letters and Mailings" / "Mail Merge".
If it is not ticked already, select the "Show the "Show Mail Merge Toolbar".
Also, select the envelopes option in the wizard that appears at the right
hand side of the screen.
At this stage, I would also select the correct envelope size and printing
options.
At the wizard progresses, select the data source by ticking on "Use an
existing list" and click on "Browse".
A data source menu box will appear. Select the Excel spreadsheet that you
have prepared.
At the next stage, delete everything that might have appeared in the
envelope window and replace it with:
Resident
123 States Drive, Unit
San Antonio, TX 77453
Place the cursor immediately after the word "Unit". Insert a single space
and click on the Mail Merge toolbar option labelled "Insert Word Field".
Then click on "If...Then..Else".
Complete the menu box with: If Number is less than 100, Insert 0. Click on
OK
Repeat this step, but this time, enter: If Number is less than 10, Insert 0.
Click on the "More Items" option in the wizard, to insert the number Field.
(There should be no spaces between the three Mailmerge fields that you have
just created).
Go to the next stage in the wizard and preview the result. It should show
the the first envelope (with 001, as the first Unit number). You can
preview subsequent pages, to check that the numbers progress from 009 to 010
and from 099 to 100.
You should now be in a position to print all 300 envelopes.
