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Cannon News Archives
Following are excerpts from The Cannon News, a newsletter published quarterly.
MS Office Tips - June 2000 Mail-merge the Word and Outlook way - Summer 2000
MS Office Tips - June 2000 Mail-merge the Word and Outlook way
So you have a form letter that you want to send to selected contacts, but you're not sure how to do a mail merge. Luckily, Word 97 and Outlook are natural partners in mail-merging. Follow these simple steps to successfully complete a mail merge:
1. In Outlook, create a new Contacts folder: click the Contacts icon in the Outlook bar, select File/New/Folder from the menu bar, name the folder, and click OK.
2. Select View/Folder List from the menu bar.
3. In the main Contacts window, hold down the Ctrl button, select the contacts to whom you want to send the mail merge, and drag the names to the folder you just created in the Folder List.
4. Switch to Word, open the document you want to mail merge, and select Tools/Mail Merge from the menu bar.
5. In the Mail Merge Helper dialog box, click the Create button, then select a type of document (Form Letters, Mailing Labels, Envelopes, or Catalog). Click the Active Window button.
6. Click the Get Data button, then select Use Address Book/Outlook Address Book, and click OK. In the Mail merge from contacts folder dialog box, select the folder you created in Steps 1 through 3, and click OK.
7. If you have not inserted merge fields into your document, Word will display a message to help. Click the Edit Main Document button. In the main document, place the cursor where you want to insert a name, address, or any other information that changes for each contact. In the Mail Merge toolbar (which appears automatically when you activate the Mail Merge Helper), click Insert Merge Field, and select from the options there to insert fields for first names, last names, addresses, and more.
8. When you're done, select Tools/Mail Merge/Merge from the menu bar, choose from the sending options in the Merge dialog box, and click the Merge
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