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Field Descriptions

Step One - Setting Up Your Data For a Mail Merge 

• Import into Excel.

• Delete the unwanted data and the blank fields which will not be included in your merge document/ labels.

• Insert a header record i.e.: see below.
  A    B    C    D    E

• 1     First Name     Last Name     Address     City     Etc.

• Save as a tab delimited file, i.e.: 1234.txt.

Step Two - Creating a Data Source / Table

• Start Word.

• Open the text file you created in step one.

• Using your mouse, highlight all the data from top to bottom.

• With the data highlighted, click on Table, then Convert Text to Table.

• Under Separate Text, choose TABS; click on OK.

• Your document will look very abnormal at this point.

• Save as data1.doc, OK.

• Close this document.

Step Three - Type Letter and Mail Merge

• Start with a new document.

• Type the letter exactly how you want to see it.  Leaving space for Company address.

• Click on Tools, then Mail Merge.

• Click on Create under the heading Main Document, then Active Window.

• Click on Get Data, Open Data Source.

• Click on Document saved above (Data1.doc) and Open.

• Click on Edit Main Document.

• Go to address section.  Click on Insert Merge Field and insert appropriate fields adding in punctuation where necessary (the Insert Merge Field will automatically appear at this point on a new tool bar, towards the upper left corner of your screen).

• Click on Tools.

• Click on Mail Merge.

• Click on Merge, Merge.

• Your letters are now ready to print.