Mail Merge Letters and Much More in Microsoft Office

Generator GTIN - 12 in Microsoft Office Mail Merge Letters and Much More

If your company subscribes to an address-verification service, such as CorrectAddress from Intelligent Search Technology or the Stampscom service from the US Postal Service, you can validate addresses in your mail merge against a database by clicking the Validate Addresses link in the Refine Recipient List area of the Mail Merge Recipients dialog box If your computer is not set up to use an address-verification service, clicking this link produces a dialog box that offers to show you information on the services available If your data source changes frequently and you spend a while setting up your merge, it may be a good idea to refresh the data that Word has pulled from the data source To do so, select the data source in the Data Source list box in the Mail Merge Recipients dialog box, and then click the Refresh button Word retrieves the latest data

Once you ve chosen your data source and (if necessary) edited down the list of recipients, you re ready to insert merge fields and text in the main document This example uses a letter, but the process is similar for other types of merge documents Type any unchanging text that the main document requires For example, for a customer service letter, you might enter some text that applies to all the customers included in the merge Position the insertion point where you want the first merge field, and then insert it in one of the following ways

To insert an address block (for example, the customer s name and address), follow these steps: 1 Position the insertion point where you want the address block to appear in the document 2 Choose Mailings | Write And Insert Fields | Address Block Word displays the Insert Address Block dialog box, shown here

Next button to display the address for the next record, or type a record s number in the Record Number box and press ENTER to move to that record

3 In the Specify Address Elements area, set up the address block the way you want it:

Select this check box to include the recipient s name, as you ll often want to do In the list box, select the name format you want to use

Insert Company Name Select this check box to include the company s name Insert Postal Address Select this check box if you want to include the postal

address, as you would for a typical mailing If you include it, choose whether to include the country or region by selecting the Never Include The Country/Region In The Address option button, the Always Include The Country/Region In The Address option button, or the Only Include The Country/Region If Different Than option button The last option button is usually the best choice; when you select it, choose the country in the drop-down list

check box if you want Word to apply country- or region-specific address conventions to the address (For example, some countries place the equivalent of the zip code before the city) 4 If elements in the address appear in the wrong order, you may need to change the eld matching Follow these steps:

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list, or select (not matched) from the bottom of the drop-down list to indicate that there is no match for the item

address information in the Insert Address Block dialog box accordingly 5 Click the OK button Word closes the Insert Address Block dialog box and inserts the address block in the document as an <<AddressBlock>> merge eld, as shown here

To insert a greeting line (for example, for a letter), follow these steps: 1 Position the insertion point where you want the greeting line to appear in the document 2 Choose Mailings | Write And Insert Fields | Greeting Line Word displays the Insert Greeting Line dialog box, shown here The Preview box displays the address block in its current form, and you can move among the records by clicking the blue buttons or typing the record number in the text box and pressing ENTER