Mail Merge Labels

[Pam]

I want to create address labels from a table I created in
Word. At times I only want to use (for example) 10 out of
20 of the addresses from the table. I assume I would open
the Avery label size as my main document and the address
table as my data source. How do I choose only the 10 out
of 20 addresses to add to the labels.

Thank you

 

[Cindy M -WordMVP-]

Hi Pam,

which version of Word do you have?

The one way that will work for ALL versions of Word is to add
one more column to the table. You can simply type anything
you like into that column for the addresses you want to
merge. Then in the main merge document you can set a query
option to merge all records where that field "is not blank".

(As soon as we know which version of Word we're dealing with,
we can tell you exactly how to get to the dialog box where
you set the query options, if you don't know)

I want to create address labels from a table I created in
Word. At times I only want to use (for example) 10 out of
20 of the addresses from the table. I assume I would open
the Avery label size as my main document and the address
table as my data source. How do I choose only the 10 out
of 20 addresses to add to the labels.

Cindy Meister
INTER-Solutions, Switzerland
http://homepage.swissonline.ch/cindymeister (last update Sep
30 2003)
http://www.mvps.org/word

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[Pam]

Thank you for your help - I'm using Office 2000

-----Original Message-----
Hi Pam,

which version of Word do you have?

The one way that will work for ALL versions of Word is to add
one more column to the table. You can simply type anything
you like into that column for the addresses you want to
merge. Then in the main merge document you can set a query
option to merge all records where that field "is not blank".

(As soon as we know which version of Word we're dealing with,
we can tell you exactly how to get to the dialog box where
you set the query options, if you don't know)


Cindy Meister
INTER-Solutions, Switzerland
http://homepage.swissonline.ch/cindymeister (last update Sep
30 2003)
http://www.mvps.org/word

This reply is posted in the Newsgroup; please post any follow
question or reply in the newsgroup and not by e-mail

.

 

[Cindy M -WordMVP-]

Hi Pam,

OK, look in the right half of the mail merge toolbar. You
should find a button "Mail merge..." (if there's no caption
like that, then look for three red dots next to a symbol).

Clicking this button should open a dialog box. You can set the
type of merge here, choose to suppress blank lines, things like
that. On the right you should see a button "Query Options".
Click that and make sure you're in the "Filter records" tab
(vs. the "Sort" tab - I may misremember the exact caption).

Choose the new field name you added to the table from the list
on the left, and "is not blank" from the list in the middle.
OK. Now run the merge to a new document. In the result you
should get all the records where you typed something.

If you wanted to have only records where you typed a particular
text (X, for example), then you'd use "Is equal to" and type an
X in the right-hand box in "Filter records".

Office 2000

Then in the main merge document you can set a query
option to merge all records where that field "is not blank".

Cindy Meister
INTER-Solutions, Switzerland
http://homepage.swissonline.ch/cindymeister (last update Sep 30
2003)
http://www.mvps.org/word

This reply is posted in the Newsgroup; please post any follow
question or reply in the newsgroup and not by e-mail

 

[Pam]

Thank you again for your help - I went to "Tools"

"Customize" > "Toolbars" and I do not have a Mail Merge

toolbar - I checked version 2002 (the version I have at
home) and I do have a Mail Merge toolbar.
Do you know why I cannot see the Mail Merge toolbar on
version 2000?

 

[Cindy M -WordMVP-]

Hi Pam,

I went to "Tools"
toolbar - I checked version 2002 (the version I have at
home) and I do have a Mail Merge toolbar.
Do you know why I cannot see the Mail Merge toolbar on
version 2000?

The mail merge toolbar will only show up in Word 2000 if
you're working in a mail merge document. In Word 2002 you can
display it any time you wish. You really can't compare these
two versions' interfaces at all, when it comes to mail merge.
And some of the behavior has changed, as well! So be careful


But you do have Tools/Mail Merge in Word 2000? And that opens
the mail merge Helper? And there you choose, in the first
step, "Labels" as the mail merge type? And choose your table
as the data source? And when you close the Mail Merge Helper,
do you now see the mail merge toolbar?

Cindy Meister
INTER-Solutions, Switzerland
http://homepage.swissonline.ch/cindymeister (last update Sep
30 2003)
http://www.mvps.org/word

This reply is posted in the Newsgroup; please post any follow
question or reply in the newsgroup and not by e-mail