Wednesday, November 14, 2012

Create or print out multiple addresses on the same form letter

Let’s say you want to send invitation letters to multiple recipients, or you want to send 100 letters to different organisations soliciting for some event sponsorship. You are wondering if there are ways in Excel or Word to make a database of 100 addresses, and then print out all of the 100 form letters with each letter having one of the addresses at the top.

One of the ways is to type them manually at the top of each letter. But that would be time and energy consuming.

Why don’t you use the Mail Merge feature in Word 2007? The feature can be found in the Tools->Letters and Mailings menu item in early versions of Word, or on the Mailings tab on the ribbon in Word 2007. I am using the later version, the Word 2007.

For Word 2007, follow the simple step-by-step guide below:

Note: There are many other ways of doing this but this is the route that I chose for a simple, fast multiple addresses letters.
  1. Open the document (the letter) that you intend to send to 100 recipients.

  2. Click Start Mail Merge on the Mailings ribbon and select the type of document you’d like to create. For example, you can select letters, envelopes, or labels. Or, select Step by Step Mail Merge Wizard for more help creating your document. 

  3. Click Step by Step Mail Merge Wizard. A small column appear on the right side titled "Mail Merge". In my case, under Select document type, I selected Letters.
    Then click Next at the bottom of that column. 

  4. Under Select starting document, I selected Use the current document. Click Next 

  5. Under Select recipients, I selected Type a new list. Click Create… 

  6. In the New Address List box, begin entering your contacts. To add additional recipients, click the New Entry button. To delete an entry, select it and click Delete Entry. Click Yes to confirm the deletion. Continue adding New Entry until you have all 100 recipients’ addresses in the Address List.

  7. Adding and Deleting Mail Merge Field:.If you wish to delete or add field types to your mail merge document, click the Customize Columns button. Then, click Add, Delete or Rename to alter the field types. Click OK when done. I did not do anything to mine. 

  8. Once done with Recipient List, click OK and you will be prompted to save the list. Save it and click OK. 

  9. Click “Next: Write your letter”. Follow the instruction and place your cursor (in your document/letter) where you want the Address to appear. This is normally where you would manually type the address of the recipient. Then click “Address block…”. A dialog box appear. 

  10. In the Insert Address Block box, you can specify the address elements and you can see the address Preview changes as you tick and un-tick the elements. 

  11. Click OK. You will see «AddressBlock» at the specified block location you chose earlier. 

  12. Click “Next: Preview your letters”.
    When you have finished previewing your letters, click “Next: Complete the merge” 

  13. You can now Print your letters. But to avoid wasting papers, try printing one page first to make sure the setting and placement of the address block is correct. 
  14. Once you are satisfied with the placement, you can print your letters all the way!

  15. You are done!


gadisBunga™ said...

tetibe rasa macam complicated pulak. hehehe~

de engineur said...

Without the relevant screenshots, memang nampak complicated.
I will update this post to include the important screenshots.