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MS Office Forum / Word / Mailmerge and Fax / August 2006How use mail merge with envelopes?
Several times a year I address envelopes with a database I've created. However, I've never figured out how to use the mail merge correctly. I always end up with one envelope (on the monitor) with an address - then one blank, then one with the second address, then one blank, etc. Could someone tell me what I'm doing wrong - the tell me how to do it right so that I can put about 10 envelopes in my printer at a time instead of one by one. The way it works for me is: I have to place the cursor on an envelope (on the monitor) with an address - then print the 'selected page.' Then, I have to skip the blank envelope and go to the next one (with an address) and print the same way again. Can someone help? Thank........... Start with a document created from a template (you can use the samples for download from my web site) then create a form letter merge (the only difference between a form letter merge and an envelope merge is that the form letter doesn't prompt for the envelope size).  Signature<>>< ><<> ><<> <>>< ><<> <>>< <>><<> Graham Mayor - Word MVP My web site www.gmayor.com Word MVP web site http://word.mvps.org <>>< ><<> ><<> <>>< ><<> <>>< <>><<> > Several times a year I address envelopes with a database I've created. > However, I've never figured out how to use the mail merge correctly. I [quoted text clipped - 7 lines] > envelope and go to the next one (with an address) and print the same > way again. Can someone help? Thank........... Thanks, but this doesn't really help. I know how to set up a template. If you can, please address exactly what I'm asking in the post. > Start with a document created from a template (you can use the samples for > download from my web site) then create a form letter merge (the only [quoted text clipped - 12 lines] >> envelope and go to the next one (with an address) and print the same >> way again. Can someone help? Thank........... You can lead a horse to water ...... Signature<>>< ><<> ><<> <>>< ><<> <>>< <>><<> Graham Mayor - Word MVP My web site www.gmayor.com Word MVP web site http://word.mvps.org <>>< ><<> ><<> <>>< ><<> <>>< <>><<> > Thanks, but this doesn't really help. I know how to set up a > template. If you can, please address exactly what I'm asking in the [quoted text clipped - 23 lines] >>> skip the blank envelope and go to the next one (with an address) >>> and print the same way again. Can someone help? Thank........... We can't tell you what you are doing wrong unless you tell us exactly and completely every detail of how you went about it. SignatureHope this helps. Please reply to the newsgroup unless you wish to avail yourself of my services on a paid consulting basis. Doug Robbins - Word MVP > Several times a year I address envelopes with a database I've created. > However, I've never figured out how to use the mail merge correctly. I [quoted text clipped - 7 lines] > (with an address) and print the same way again. Can someone help? > Thank........... I understand - and I'm working on it. I'll repost as soon as I go through each step again. Thanks... > We can't tell you what you are doing wrong unless you tell us exactly and > completely every detail of how you went about it. [quoted text clipped - 10 lines] >> (with an address) and print the same way again. Can someone help? >> Thank........... OK, the reason I was getting a blank page was because each envelope had a (hidden) frame or text box where the recipients name and address was supposed to go (I think). Is this true? If so, the name and address began in the MIDDLE of the text box, not at the left hand side. I don't think this makes sense. Could somebody explain this to me please? Thanks... > We can't tell you what you are doing wrong unless you tell us exactly and > completely every detail of how you went about it. [quoted text clipped - 10 lines] >> (with an address) and print the same way again. Can someone help? >> Thank........... Envelope addresses are formatted with the envelope address paragraph style which includes a frame to position that address (http://www.gmayor.com/changing_envelope_layout.htm ). Check the formatting of the paragraph style (and check that there are no other empty frames on the page that could affect the layout). Signature<>>< ><<> ><<> <>>< ><<> <>>< <>><<> Graham Mayor - Word MVP My web site www.gmayor.com Word MVP web site http://word.mvps.org <>>< ><<> ><<> <>>< ><<> <>>< <>><<> > OK, the reason I was getting a blank page was because each envelope > had a (hidden) frame or text box where the recipients name and [quoted text clipped - 25 lines] >>> skip the blank envelope and go to the next one (with an address) >>> and print the same way again. Can someone help? Thank........... It is correct that the Envelope Address style does include a Frame into which it is intended that the address be inserted and that the frame is offset from the left and top of the letter so that the address will appear in the usual position on the envelope. If you did not insert the merge fields into that frame, but rather placed them elsewhere on the envelope and forced them into the position of the frame, then it is quite likely that you displaced the frame causing it to be located off the edge of the envelope and that is what was causing the problem. If you had taken the advice that Graham Mayor first gave you, you would have almost certainly avoided this problem. SignatureHope this helps. Please reply to the newsgroup unless you wish to avail yourself of my services on a paid consulting basis. Doug Robbins - Word MVP > OK, the reason I was getting a blank page was because each envelope had a > (hidden) frame or text box where the recipients name and address was [quoted text clipped - 17 lines] >>> (with an address) and print the same way again. Can someone help? >>> Thank........... You hit the nail on the head. I could have used a "template", but I want to learn how to do this myself...that's why I didn't take Graham's advice. Where it says "Arrange Envelope", I placed the Address Block - and just below it, I placed the Postal Code (tied to the Zip Code). That's what moved the frame down to the next page. OK, that being said, how should I have done it at that point so that the address would have gone into the frame and the Postal Code just below it? If I can learn this, I don't think I'll have any more problems. Thanks........... > It is correct that the Envelope Address style does include a Frame into > which it is intended that the address be inserted and that the frame is [quoted text clipped - 31 lines] >>>> next one (with an address) and print the same way again. Can someone >>>> help? Thank........... The intention of the frame in the EnvelopeAddress style is that all of the address, inlcuding the zip code be inserted inside the frame. The AddressBlock that you mention using seems to cause no end of problems, so most of us recommend that instead of using it, the user just insert the merge fields that they want to use in the configuration that they want them. SignatureHope this helps. Please reply to the newsgroup unless you wish to avail yourself of my services on a paid consulting basis. Doug Robbins - Word MVP > You hit the nail on the head. I could have used a "template", but I want > to learn how to do this myself...that's why I didn't take Graham's advice. [quoted text clipped - 40 lines] >>>>> and go to the next one (with an address) and print the same way again. >>>>> Can someone help? Thank........... So I'm supposed to put the Merge Fields inside the Address Block myself? If true, that isn't obvious using the Merge Wizard. Will the Merge Fields be aligned with the left side of the Address Block? Thanks........ > The intention of the frame in the EnvelopeAddress style is that all of the > address, inlcuding the zip code be inserted inside the frame. [quoted text clipped - 48 lines] >>>>>> envelope and go to the next one (with an address) and print the same >>>>>> way again. Can someone help? Thank........... It helps if you turn on the display of paragraph marks using the ¶ button on the toolbar. You will then see a paragraph mark where the address is intended to go. That paragraph within the frame is left aligned at the left indent of the paragraph. So, if you insert the individual merge fields directly at that location, unless you change the alignment of the paragraph, the first mergefield on each line of the mergefields that you insert will be left aligned. Note that I have not made any reference to the "Address Block" in the above statements as that is irrelevant. SignatureHope this helps. Please reply to the newsgroup unless you wish to avail yourself of my services on a paid consulting basis. Doug Robbins - Word MVP > So I'm supposed to put the Merge Fields inside the Address Block myself? > If true, that isn't obvious using the Merge Wizard. Will the Merge Fields [quoted text clipped - 52 lines] >>>>>>> the blank envelope and go to the next one (with an address) and >>>>>>> print the same way again. Can someone help? Thank........... Thanks, I think I understand now. Using the Address Block with a hidden frame was the cause of my problem. One question: What is the problem with Address Block that nobody hardly ever uses it (other than the problem I've run into)? > It helps if you turn on the display of paragraph marks using the ¶ button > on the toolbar. You will then see a paragraph mark where the address is [quoted text clipped - 67 lines] >>>>>>>> skip the blank envelope and go to the next one (with an address) >>>>>>>> and print the same way again. Can someone help? Thank........... The AddressBlock does not always contain all of the fields that users think it should. SignatureHope this helps. Please reply to the newsgroup unless you wish to avail yourself of my services on a paid consulting basis. Doug Robbins - Word MVP > Thanks, I think I understand now. Using the Address Block with a hidden > frame was the cause of my problem. One question: What is the problem [quoted text clipped - 73 lines] >>>>>>>>> (with an address) and print the same way again. Can someone help? >>>>>>>>> Thank........... |
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