How use mail merge with envelopes?

[-Nisko-]

Several times a year I address envelopes with a database I've created.
However, I've never figured out how to use the mail merge correctly. I
always end up with one envelope (on the monitor) with an address - then one
blank, then one with the second address, then one blank, etc. Could someone
tell me what I'm doing wrong - the tell me how to do it right so that I can
put about 10 envelopes in my printer at a time instead of one by one. The
way it works for me is: I have to place the cursor on an envelope (on the
monitor) with an address - then print the 'selected page.' Then, I have to
skip the blank envelope and go to the next one (with an address) and print
the same way again. Can someone help? Thank...........

 

[Graham Mayor]

Start with a document created from a template (you can use the samples for
download from my web site) then create a form letter merge (the only
difference between a form letter merge and an envelope merge is that the
form letter doesn't prompt for the envelope size).

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Graham Mayor - Word MVP


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[-Nisko-]

Thanks, but this doesn't really help. I know how to set up a template. If
you can, please address exactly what I'm asking in the post.

 

[Doug Robbins - Word MVP]

We can't tell you what you are doing wrong unless you tell us exactly and
completely every detail of how you went about it.

--
Hope this helps.

Please reply to the newsgroup unless you wish to avail yourself of my
services on a paid consulting basis.

Doug Robbins - Word MVP

 

[Graham Mayor]

You can lead a horse to water ......

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Graham Mayor - Word MVP


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[-Nisko-]

I understand - and I'm working on it. I'll repost as soon as I go through
each step again. Thanks...

 

[-Nisko-]

OK, the reason I was getting a blank page was because each envelope had a
(hidden) frame or text box where the recipients name and address was
supposed to go (I think). Is this true? If so, the name and address began
in the MIDDLE of the text box, not at the left hand side. I don't think
this makes sense. Could somebody explain this to me please? Thanks...

 

[Graham Mayor]

Envelope addresses are formatted with the envelope address paragraph style
which includes a frame to position that address
(http://www.gmayor.com/changing_envelope_layout.htm ). Check the formatting
of the paragraph style (and check that there are no other empty frames on
the page that could affect the layout).

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Graham Mayor - Word MVP


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[Doug Robbins - Word MVP]

It is correct that the Envelope Address style does include a Frame into
which it is intended that the address be inserted and that the frame is
offset from the left and top of the letter so that the address will appear
in the usual position on the envelope.

If you did not insert the merge fields into that frame, but rather placed
them elsewhere on the envelope and forced them into the position of the
frame, then it is quite likely that you displaced the frame causing it to be
located off the edge of the envelope and that is what was causing the
problem.

If you had taken the advice that Graham Mayor first gave you, you would have
almost certainly avoided this problem.

--
Hope this helps.

Please reply to the newsgroup unless you wish to avail yourself of my
services on a paid consulting basis.

Doug Robbins - Word MVP

 

[-Nisko-]

You hit the nail on the head. I could have used a "template", but I want to
learn how to do this myself...that's why I didn't take Graham's advice.
Where it says "Arrange Envelope", I placed the Address Block - and just
below it, I placed the Postal Code (tied to the Zip Code). That's what
moved the frame down to the next page. OK, that being said, how should I
have done it at that point so that the address would have gone into the
frame and the Postal Code just below it? If I can learn this, I don't think
I'll have any more problems. Thanks...........

 

[Doug Robbins - Word MVP]

The intention of the frame in the EnvelopeAddress style is that all of the
address, inlcuding the zip code be inserted inside the frame.

The AddressBlock that you mention using seems to cause no end of problems,
so most of us recommend that instead of using it, the user just insert the
merge fields that they want to use in the configuration that they want them.

--
Hope this helps.

Please reply to the newsgroup unless you wish to avail yourself of my
services on a paid consulting basis.

Doug Robbins - Word MVP

 

[-Nisko-]

So I'm supposed to put the Merge Fields inside the Address Block myself? If
true, that isn't obvious using the Merge Wizard. Will the Merge Fields be
aligned with the left side of the Address Block? Thanks........

 

[Doug Robbins - Word MVP]

It helps if you turn on the display of paragraph marks using the ¶ button on
the toolbar. You will then see a paragraph mark where the address is
intended to go.

That paragraph within the frame is left aligned at the left indent of the
paragraph. So, if you insert the individual merge fields directly at that
location, unless you change the alignment of the paragraph, the first
mergefield on each line of the mergefields that you insert will be left
aligned.

Note that I have not made any reference to the "Address Block" in the above
statements as that is irrelevant.

--
Hope this helps.

Please reply to the newsgroup unless you wish to avail yourself of my
services on a paid consulting basis.

Doug Robbins - Word MVP

 

[-Nisko-]

Thanks, I think I understand now. Using the Address Block with a hidden
frame was the cause of my problem. One question: What is the problem with
Address Block that nobody hardly ever uses it (other than the problem I've
run into)?

 

[Doug Robbins - Word MVP]

The AddressBlock does not always contain all of the fields that users think
it should.

--
Hope this helps.

Please reply to the newsgroup unless you wish to avail yourself of my
services on a paid consulting basis.

Doug Robbins - Word MVP