Microsoft KB Archive/832796

= How to perform a mail merge in Works Suite 2004 by using Word 2002 =

Article ID: 832796

Article Last Modified on 8/2/2006

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APPLIES TO


 * Microsoft Works Suite 2004 Standard Edition

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IN THIS TASK

 * SUMMARY
 * Mail merge a Works database file
 * Mail merge Works Contacts (Address Book)
 * Complete your mail merge
 * View the Works mail merge video



SUMMARY
This article is a step-by-step guide about how to perform a mail merge with Microsoft Word 2002 in Microsoft Works Suite 2004. Additionally, a video is provided later in this article to step you through the process of the mail merge.

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Mail merge a Works database file
To mail merge a Works database file in Word 2002, follow these steps.

Note These steps assume that you already have a Works database file created that you want to mail merge with.
 * 1) Start Works Suite 2004.

To do this, click Start, point to All Programs, and then click Microsoft Works Task Launcher.
 * 1) In Works Task Launcher, click Programs.
 * 2) In the Choose a program list, click Word.
 * 3) In the Tasks list, click Mail Merge to start Word 2002.
 * 4) In the Document Type dialog box, select the type of mail merge that you want (for example, click From Letter), and then click OK.

Note You can also select Mailing Labels, Envelopes, or Catalog for the type of mail merge that you want.
 * 1) In the Open Data Source dialog box, click Merge information from another type of file.
 * 2) In the Open Data Source dialog box, select your Works database file, and then click Open.

Note The Mail Merge toolbar should now appear. At this point, your Works database file is attached to your mail merge main document.
 * 1) As appropriate, type the contents of your mail merge main document.

For example, if you selected Form Letter in step 6, type the form letter that you want. Otherwise, it is time to insert your merge fields in your main document. Put the insertion point where you want your merge fields to appear, and then on the Mail Merge toolbar, click Insert Merge Fields.
 * 1) In the Insert Merge Field dialog box, select the merge field that you want, and then click Insert.

Continue to select the merge fields that you want to insert, and then click Insert until you have all the merge fields that you want inserted.
 * 1) When you have all the merge fields that you want inserted, click Close to close the Insert Merge Field dialog box.

Note The merge fields may not be in the format (layout) that you want. To edit the merge fields, put the insertion point before a merge field, and then press ENTER to move a merge field to the next line, or type the punctuation marks and spaces between the merge fields to create the layout and the format that you want.

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Mail merge Works Contacts (Address Book)
To mail merge Works Contacts (Address Book) in Word 2002, follow these steps.

Note These steps assume that you already have your Contacts created in Works that you want to mail merge with.  Start Works Suite 2004.

To do this, click Start, point to All Programs, and then click Microsoft Works Task Launcher. In Works Task Launcher, click Programs. In the Choose a program list, click Word. In the Tasks list, click Mail Merge to start Word 2002. In the Document Type dialog box, select the type of mail merge that you want (for example, click Envelopes), and then click OK.

Note You can also select Form Letter, Mailing Labels, or Catalog for the type of mail merge that you want. In the Open Data Source dialog box, click Merge from the Address Book. Click OK after you read the following message:

To set up the document, click Setup in Step 1 in the next dialog box.

IMPORTANT: Once you have completed Step 1, skip Steps 2 and 3, and then click Close. To proceed to the next dialog box, click OK below.

</li> In the Mail Merge Helper dialog box, click Setup.</li> On the Envelope Options tab, select your envelope in the Envelope size box, make any other formatting changes that you want, and then click OK.</li> In the Mail Merge Helper dialog box, click Close.

Note The Mail Merge toolbar should now appear. At this point, your Works Contacts (Address Book) is attached to your mail merge main document (your envelope).</li> As appropriate, type the contents of your mail merge main document.

For example, if you selected Envelopes in step 5, type your return address that you want. Otherwise, it is time to insert your merge fields onto your envelope (mail merge main document). Put the insertion point where you want your merge fields to appear, and then on the Mail Merge toolbar, click Insert Merge Fields.</li> In the Insert Merge Field dialog box, click Address Fields, select the field that you want, and then click Insert.

Continue to select the fields that you want inserted, and then click Insert until you have all the fields that you want inserted.</li> When you have all the merge fields that you want inserted, click Close to close the Insert Merge Field dialog box.

Note The merge fields may not be in the format (layout) that you want. To edit the merge fields, put the insertion point before a merge field, and then press ENTER to move a merge field to the next line, or type the punctuation marks and spaces between the merge fields to create the layout and the format that you want.</li></ol>

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Complete your mail merge
Note Steps 1 and 2 are optional. If you do not want to change the recipients of your mail merge now, go to step 3.
 * 1) On the Mail Merge toolbar, click Mail Merge Recipients.
 * 2) In the Mail Merge Recipients dialog box, click to select or click to clear the check box for each of the recipients contained in your database or contact list that you do or do not want to be included in this mail merge, and then click OK.
 * 3) On the Mail Merge toolbar, click Merge to New Document.

Note If you want to merge to your printer, click Merge to Printer. If you want to merge to e-mail, click Merge to E-mail. If you want to merge to fax, click Merge to Fax. If you do any one of these, you are completing your mail merge and the remainder of the steps in this article may not apply.
 * 1) In the Merge to New Document dialog box, select the records that you want to include in the mail merge (for example, click All), and then click OK.
 * 2) On the File menu, click Save.
 * 3) In the Save As dialog box, type a name for your new document in the File name box (for example, type My Letters.doc or type My Envelopes.doc ), and then click Save.

This will create a new Word document that contains all the pages (in this case, all your form letters or envelopes), and you can print the documents to complete your mailing later.

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View the Works mail merge video
To view a video about how to perform a mail merge, click the Play button on the Microsoft Windows Media Player viewer: Note To view this video, Microsoft Windows Media Player 7.0 or later must be installed on your computer. To obtain the latest version of Windows Media player, visit the following Microsoft Web page:

http://www.microsoft.com/windows/windowsmedia/download

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Keywords: kbemail kbhowtomaster KB832796

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