Microsoft KB Archive/86673

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{| The information in this article applies to:
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 * Microsoft Word for Windows versions 2.0, 2.0a, 2.0a-CD, and 2.0b

SUMMARY
The &quot;Microsoft Word for Windows User's Guide&quot; contains incomplete instructions on pages 658-659 for using the MAILLABL.DOT template provided with Microsoft Word for Windows.

MORE INFORMATION
On page 658, the following additional information should be added to the end of the third bulleted item in step 4:

If you choose multiple labels, Word asks whether or not there is a  separate header file and data file. Choose the No button to create a  new data document containing the header information. At the top of page 659, the first sentence of the first paragraph should be disregarded, and the following steps should be taken:  After you choose the Create Data File button, you must type field names in the Create Data File dialog box. In the Field Name box, type the name of the first field, then choose the Add button or press ENTER. Repeat this for each field you want to add. When you finish typing the fields you want to define in the data file, choose the OK button. In the Save As dialog box, type a name for the data file in the File Name box, then select the drive and directory where you want the data file stored. Choose the OK button.  In the Layout Mailing Labels dialog box, select how you want to arrange the fields in the mailing labels. In the Field Names box, choose the field you want to insert into the mailing label; then choose the Add To Label button. Select another field name or an item in the Special Character box. For example, if you are inserting a first name and last name, you choose Space from the Special Character box, then choose the Add To Label button. Continue adding fields and special characters to the label until the Sample box displays everything you want on the label. Choose the Done button. Note: If some of the labels do not have data for all the fields, you may need to suppress blank lines during the print merge. To ensure that blank lines are suppressed, you must use the New Paragraph special character when you set up the labels. Choosing the New Line character does not suppress blank lines during the print merge.  In the main label print merge document, the fields are now entered on the labels. To enter the data in the data document, choose the Edit Data File button on the print merge bar.

At this point, return to the second sentence of the first paragraph on page 659 and continue with the instructions on that page. Reference(s):

&quot;Microsoft Word for Windows User's Guide,&quot; version 2.0, pages 72, 614-615, 626-627, 658-659
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Last reviewed: July 30, 1997

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