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Microsoft Word 1C: Mailing Labels: Envelopes, Name Badges, Merge Certificates

Overview

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Merging with Data From Another Application (Importing Text File):

  • Sometimes you may want to merge a form letter with addresses that are not in a Microsoft Word table.
    • For example, maybe you have some client information in a Microsoft Excel spreadsheet or a Microsoft Access database.
  • Perhaps the school database has all the records of student names and addresses and this database is not a Microsoft Office program at all.
  • Fortunately most programs allow you to export the data into a file that can be read by other programs.
  • Figure 1.3.1 below is an example of some data exported from a program.
    • Notice that all of the data is separated by a comma and has quotation marks around it.
    • This format allows the data to be used in other programs like Microsoft Word.

figure 1.3.1

commaseperated

  • You could create a mail merge using the file above as the data instead of having a table with all the name and contact information in it.
  • The process for merging data in a text file above is no different than what you have done previously

Other Uses for Merges:

  • Merges as you have seen are useful for form letters and invitations.
  • They can be used in a variety of different applications as well.
  • For example, you could create mailing labels.
  • Mailing labels are stickers that you stick on envelopes with the address of the person to whom you are sending a letter.

labels

  • Another use of merges is for certificates.
    • For example, you could use the data above to print out honour roll certificates for selected students using fields in a Microsoft Word document.

certificate

  • Another use is for envelopes.

    Alternatively instead of printing out mailing labels, most printers allow you to directly feed envelopes into them to print the address directly on the envelope.

  • Another use of merges is for name tags.

 

Templates

  • There are hundreds of templates available online that you can use or modify for items such as: coupons, gift certificates, award certificates, bills of sale, coupons, name tags, gift labels, announcements , etc.
  • You can modify these templates with other clip art or images and add or modify text, colors and lines
  • Templates are especially useful when modified for a particular business (e.g. a price label template that has been modified with a company logo)
  • The labels above could be merged with a text file exported from a company's database with thousands of products and prices to print out a label for each product
  • You can find templates at Microsoft.com site: select the "Office" link then select the "For Word Users" link (select "Templates" in the Search: box and enter your choice e.g. certificates , etc.)
  • Note: templates for all Microsoft programs appear so be careful to watch for the Microsoft Word ones only (and check the version, 2000, 2003, 2007 etc.)

 

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