Multiple envelopes with multiple form letters

[kpchop]

This may be the wrong forum, but I don't know exactly
where it fits!

We are a state government agency that sends out many form
letters. We have customized our own menu item to list the
form letters. We only have to choose from the list and the
appropriate data form dialog box appears to ask for the
required information for the letter. We can type
multiples of the same letter by just going to a new record
and adding the information for each letter such as Name
and Address, etc.

However, when we print the letters we can only print one
envelope. Is there a way that we can print the multiple
letters and print the corresponding multiple envelopes
without re-typing the information? These names and
addresses are not in an address book. It is likely that
we would never use these exact same addresses again.

Also, is there a way to set it so that we can print the
original on regular letterhead and then another copy with
a watermark or the word "COPY" as a watermark? Would we
just have to print one set of copies then change
the print settings and print another set of copies?

Thanks!
kpchop

 

[Peter Jamieson]

There are several different possible issues here and I'm not sure I
understand exactly what you are doing and what you need.

We only have to choose from the list and the
appropriate data form dialog box appears to ask for the
required information for the letter. We can type
multiples of the same letter by just going to a new record
and adding the information for each letter such as Name
and Address, etc.

How is the letter then produced? Is it using WOrd Mailmerge, or some other
process?

However, when we print the letters we can only print one
envelope.

Mot sure what you mean here - if for example you have a mailmerge form
letter set up with an envelope, when you merge, there is one envelope for
each letter. The information on the envelope is typically also taken from
the same data source as the information in the letter, i.e....

Is there a way that we can print the multiple
letters and print the corresponding multiple envelopes
without re-typing the information? These names and
addresses are not in an address book. It is likely that
we would never use these exact same addresses again.

.....you don't need a /separate/ data source - if you have just typed in all
the address info, you can insert the same info. in several parts of the
document using merge fields.

Also, is there a way to set it so that we can print the
original on regular letterhead and then another copy with
a watermark or the word "COPY" as a watermark? Would we
just have to print one set of copies then change
the print settings and print another set of copies?

As long as you can create a suitable watermark in Word, with a typical merge
you could do this by duplicating the body text of your form letter (e.g.
select the letter text, Edit|Copy, move to the end of the document and
Edit|Paste, then add the watermark/COPY text to the copied text). Then when
you merge, you get
a. an envelope (assuming there is one attached to the form letter)
b. the letter
c. the copy

In theory you can use Word File|Page Setup to specify where each section of
a document is printed so if you need the copies to go to a different output
tray or some such, you should be able to do that. However, you may find that
in Word 2002/2003 those facilities do not work as expected when merging.

If my response doesn't make any sense to you then it is probably because you
are starting from a very different point from the one I have assumed, so
maybe you could try to spell out exactly how your process works and what
files etc. it uses - knowing the version of Word might come in handy too.