WD98: How to Merge Envelopes and Labels If Records in One Column

   John Doe
   123 Main Street
   Anytown, US  12345

   Jane Smith
   Microsoft
   456 Elm Street
   Sometown, US  67890
				

MORE INFORMATION

Method 1: For Both Envelopes and Labels

1. Open the data document and make sure there is no information in the document other than the records and that the records are in the first format shown in the "Summary" section of this article.
2. At the beginning of the records, add a line that says MergeRecords.
3. Press ENTER twice so that there is a blank line between "MergeRecords" and the first record, for example:

        MergeRecords
   
        John Doe
        123 Main Street
        Anytown, US  12345
   
        Jane Smith
        Microsoft
        456 Elm Street
        Sometown, US  67890
   					

4. On the Edit menu, click Replace.
   1. Place the insertion point in the Find What box. Click Special and choose Paragraph Mark.
   2. Repeat the previous step so that ^p^p appears in the Find What box.
   3. In the Replace With box, type an asterisk (*).
   4. Click Replace All.
   5. Click OK.
   6. Click Close.
      
      Your document should now look like the following:

              MergeRecords*John Doe
              123 Main Street
              Anytown, US  12345*Jane Smith
              Microsoft
              456 Elm Street
              Sometown, US  67890
      						

5. On the File menu, click Save As. Give the file a new name. Click OK.
6. On the File menu, click New to create a new, blank document. Click OK.
7. On the Tools menu, click Mail Merge.
8. In the Mail Merge Helper dialog box, click Create. Click either Envelopes or Mailing Labels.
9. Click Active Window.
10. Click Get Data. Select Open Data Source.
11. Select the data document that you saved in step 5. Click Open.
12. In the Field Delimiter box, select (none).
13. In the Record Delimiter box, select asterisk (*). Click OK.
14. Click Set Up Main Document.
    
    If you are setting up Labels, make the appropriate selections in the Label Options dialog box that appears. Click OK.
15. Click Insert Merge Field. Only one field, MergeRecords, is available. Select this field. It appears in the Sample Label box.
16. Click OK.
17. Click Merge.
18. In the Merge To box, choose New Document or Printer. Click Merge.

The document should merge successfully.

Method 2: For Envelopes Only

In this method, you do not actually perform any merging. Instead, you reformat the document so that each address is on an envelope-sized page by itself.

1. On the File menu, click Save As. Give the file a new name. Click OK.
2. Open the data document and make sure there is no information in the document other than the records and that the records are in the first format shown in the Summary section of this article.
3. On the Edit menu, click Replace.
   1. Place the insertion point in the Find What box. Click the Special button and choose Paragraph Mark.
   2. Repeat the previous step so that ^p^p appears in the Find What box.
   3. Move the insertion point into the Replace With box. Click Special and choose Manual Page Break.
   4. Click Replace All.
   5. Click OK.
   6. Click Close.
4. On the File menu, click Page Setup.
5. Click the Paper Size tab.
6. In the Paper Size list, select Envelope # 10.
7. In the Orientation area, select Landscape.
8. Click the Margins tab.
9. Change the Margins to the following measurements:

        Top:   2.5
        Bottom: .5
        Left:  4.0
        Right:  .5
   					

10. Click OK. Each record is now on its own envelope.
11. Click Print.

The envelopes should print successfully.