Dear Lakcrest- You don't really want an Address Book. You need a database for the easiest mail merge. I am pasting in here a lesson plan I use to tell my students how to make a database and how to use it for mail merge. Any questions e-mail me at rjj5@juno.com.
Ralph
ADDRESS BOOKS
Address books are a type of database that is treated as a separate program in Works 2000. Get Works 2000 and click on the Address Book program box and then on “Start Address Book ”This should give you a blank Address Book with a Main Identity dialogue box. Click on New and then on New Contact. Now you will see a Properties box for the new contact. Addresses are called contacts. There are a lot of data in these boxes that probably we don’t need. On that basis I will not proceed with the Address Book program but will deal only with address databases from which we can print form letters, labels and envelopes.
MAKING AN ADDRESS DATABASE WITH LIST VIEW
Although list view is best used for viewing and editing records is also can be used to make an address database that can then be used for printing form letters, labels and envelopes.
In Microsoft Suite 2000 get Programs click on Works Database and then on, “Start a New Database”.
You should now have the Database dialogue box with Field 1 in the Field Name box.
Proceed across the page putting the following names in the fields. For this purpose set the format button to Text even for those fields with numbers. These field names are the names used in the Works 2000 Address Book but you do not have to use them exactly because we are not going to print labels from the Address Book.
Title
First Name
Middle Name
Surname
Address Street
City
State or Province
Postal Code
Country
Email
When all the fields have been entered click on Done and your address database in the list view will appear. Save it on your floppy disk or your hard disk or both with a title such as My Address Database.
PRINTING LABELS
We can print the records in a database as labels of various sizes. You could print either 1 across or 3 across on plain paper to make a neat list of addresses that can be used to make mailing labels or just to have a list. You also can print directly on label stock if your printer allows such a thing.
1. At the Works 2000 task launcher click on Tasks, then on Letters and Labels, then on Mail merge documents and then on Start this Task. This gives you the Document Type dialogue box.
2. In this box click on Mailing Labels and on OK. This will give you the Open Data Source dialogue box. We are not using the Address Book so click on the box for other data source and select your address database.
3. Click on OK and you will get the Mail Merge Helper dialogue box.
4. Click on Setup, which gives you the Label Option dialogue box. Leave the box at Avery standard and scroll down to #5160 address and then on OK. The Avery 5160 is a three across on letter size paper with 30 labels per page. If you can’t find that particular Avery number any that is three across and 30 to a 8 ½ by 11 sheet will do.
5. You now have the Create Labels dialogue box. Click on the Insert Merge Field box and insert the items you want on the label as shown below. The computer does not put the appropriate spaces in the label so you will have to use the space bar to put spaces where appropriate. Click on Insert Merge Field box after each insertion.
Title, First Name, Surname press Enter
Home Address Street press Enter
Home Address City, Home Address State, Home Address Postal Code, press Enter
Country Click on OK
6. This brings you back to the Merge helper dialogue box. Click on Merge, which gives you the Merge dialogue box. Click on Merge in the Merge dialogue box and all of the labels in the address database will appear on the screen in a Word word-processing document. If you have any zip code beginning with 0 I discovered from Dell Allison what to do. Highlight the zip field and assign it a Text format rather than a number format. When you type in the number with a leading zero the zero stays. That is why I said set the format for your database to Text for all fields.
7. If you want to print selected address from the database you must first check the box in the database beside each address you want printed and then save the database with the boxes checked. You don’t need to change the title of the file.
8. You now proceed as in steps 1 through 5 above. In step 6 you do not click on the merge but rather click on Query Options.
9. This gives you the Query dialogue box. In the first window scroll down until the _Marked shows and click on it. The cursor should then move to the last box. Type, yes there and click on OK. Now click on Merge in the Merge Helper dialogue box and again on Merge in the Merge dialogue box. The labels you marked should appear on the screen to be printed on the label stock.
If you have a lot of addresses you want printed and only a few you do not want printed, click on the box for those you do not want printed and when you are in the query box type No in the query box instead of yes for the –Marked item and those not marked will print.
If you would like to have the print on your labels colored, highlight them by clicking at the top of each row of labels, then use the Font Color button in the tool bar to make them the color you want. You also could change the font when the labels are highlighted.
Here are a couple of tips for printing. Print the labels on plain paper first to make certain they match the labels. You may have to change the margins using Page Setup in the File menu to get the label print in the label. This can sometimes be rather tedious. Some printers recommend not printing on label stock. If the paper goes around a platen the label may come off and stick to the platen. Check your printer book for this. If you should not print on the stock label stock just print on plain paper and use a copy machine to transfer the printing to the label stock.
PRINTING ENVELOPES
To print addresses directly on the envelopes proceed as for labels except select Envelopes instead of Mailing labels. The setup is different in that you select the size envelope you are using and you can choose the text for both the delivery address and the return address. You need only put the return address in once. The computer will save it for you until you want to change it. Click on the Print Options tab in the Envelope Options dialogue box and select the print feed that is appropriate for your printer. Click OK and proceed to set up the address as you did for the labels. You can use the same address selection procedures for envelopes so that you don’t have to print the entire address book
Ralph5
8 Posts
0
March 21st, 2002 20:00
Ralph
ADDRESS BOOKS
Address books are a type of database that is treated as a separate program in Works 2000. Get Works 2000 and click on the Address Book program box and then on “Start Address Book ”This should give you a blank Address Book with a Main Identity dialogue box. Click on New and then on New Contact. Now you will see a Properties box for the new contact. Addresses are called contacts. There are a lot of data in these boxes that probably we don’t need. On that basis I will not proceed with the Address Book program but will deal only with address databases from which we can print form letters, labels and envelopes.
MAKING AN ADDRESS DATABASE WITH LIST VIEW
Although list view is best used for viewing and editing records is also can be used to make an address database that can then be used for printing form letters, labels and envelopes.
In Microsoft Suite 2000 get Programs click on Works Database and then on, “Start a New Database”.
You should now have the Database dialogue box with Field 1 in the Field Name box.
Proceed across the page putting the following names in the fields. For this purpose set the format button to Text even for those fields with numbers. These field names are the names used in the Works 2000 Address Book but you do not have to use them exactly because we are not going to print labels from the Address Book.
Title
First Name
Middle Name
Surname
Address Street
City
State or Province
Postal Code
Country
Email
When all the fields have been entered click on Done and your address database in the list view will appear. Save it on your floppy disk or your hard disk or both with a title such as My Address Database.
PRINTING LABELS
We can print the records in a database as labels of various sizes. You could print either 1 across or 3 across on plain paper to make a neat list of addresses that can be used to make mailing labels or just to have a list. You also can print directly on label stock if your printer allows such a thing.
1. At the Works 2000 task launcher click on Tasks, then on Letters and Labels, then on Mail merge documents and then on Start this Task. This gives you the Document Type dialogue box.
2. In this box click on Mailing Labels and on OK. This will give you the Open Data Source dialogue box. We are not using the Address Book so click on the box for other data source and select your address database.
3. Click on OK and you will get the Mail Merge Helper dialogue box.
4. Click on Setup, which gives you the Label Option dialogue box. Leave the box at Avery standard and scroll down to #5160 address and then on OK. The Avery 5160 is a three across on letter size paper with 30 labels per page. If you can’t find that particular Avery number any that is three across and 30 to a 8 ½ by 11 sheet will do.
5. You now have the Create Labels dialogue box. Click on the Insert Merge Field box and insert the items you want on the label as shown below. The computer does not put the appropriate spaces in the label so you will have to use the space bar to put spaces where appropriate. Click on Insert Merge Field box after each insertion.
Title, First Name, Surname press Enter
Home Address Street press Enter
Home Address City, Home Address State, Home Address Postal Code, press Enter
Country Click on OK
6. This brings you back to the Merge helper dialogue box. Click on Merge, which gives you the Merge dialogue box. Click on Merge in the Merge dialogue box and all of the labels in the address database will appear on the screen in a Word word-processing document. If you have any zip code beginning with 0 I discovered from Dell Allison what to do. Highlight the zip field and assign it a Text format rather than a number format. When you type in the number with a leading zero the zero stays. That is why I said set the format for your database to Text for all fields.
7. If you want to print selected address from the database you must first check the box in the database beside each address you want printed and then save the database with the boxes checked. You don’t need to change the title of the file.
8. You now proceed as in steps 1 through 5 above. In step 6 you do not click on the merge but rather click on Query Options.
9. This gives you the Query dialogue box. In the first window scroll down until the _Marked shows and click on it. The cursor should then move to the last box. Type, yes there and click on OK. Now click on Merge in the Merge Helper dialogue box and again on Merge in the Merge dialogue box. The labels you marked should appear on the screen to be printed on the label stock.
If you have a lot of addresses you want printed and only a few you do not want printed, click on the box for those you do not want printed and when you are in the query box type No in the query box instead of yes for the –Marked item and those not marked will print.
If you would like to have the print on your labels colored, highlight them by clicking at the top of each row of labels, then use the Font Color button in the tool bar to make them the color you want. You also could change the font when the labels are highlighted.
Here are a couple of tips for printing. Print the labels on plain paper first to make certain they match the labels. You may have to change the margins using Page Setup in the File menu to get the label print in the label. This can sometimes be rather tedious. Some printers recommend not printing on label stock. If the paper goes around a platen the label may come off and stick to the platen. Check your printer book for this. If you should not print on the stock label stock just print on plain paper and use a copy machine to transfer the printing to the label stock.
PRINTING ENVELOPES
To print addresses directly on the envelopes proceed as for labels except select Envelopes instead of Mailing labels. The setup is different in that you select the size envelope you are using and you can choose the text for both the delivery address and the return address. You need only put the return address in once. The computer will save it for you until you want to change it. Click on the Print Options tab in the Envelope Options dialogue box and select the print feed that is appropriate for your printer. Click OK and proceed to set up the address as you did for the labels. You can use the same address selection procedures for envelopes so that you don’t have to print the entire address book
bob350
298 Posts
0
April 16th, 2002 03:00