I don't know if this will help you, but try these
Patti
Mail Merge steps
Before starting to use the Mail Merge feature in Microsoft word 2003 using
an Excel data sheet as a source document, a person should already know how
to work in dialog boxes and menus. It is also important to know the size
and type of label that will be used.
You need to make a small configuration change within Word before you begin
using the Mail Merge wizard. Bring up the Tools menu by
1 pressing alt-T and then
2 press the letter "O" to bring up the options dialog box.
3 Move focus to the General tab.
4 Use tab key to move to the Confirm conversion at open option and if it is
not checked then press spacebar to check it.
5 tab to OK button and press enter.
6 With that step completed, you are ready to create your labels.
Start the mail merge process in Word 2003 using the steps listed below:
1. Open Word.
2. Press Alt-T to bring up the tools menu, press E to move to Letters and
Mailings, and press enter on the Mail Merge choice.
In excel 07 press alt m
3. In the Mail Merge dialog box you will find a group of radio buttons for
selecting the type of document for the merge. Use down arrow key to move to
the labels choice. This option is used for creating address labels. Press
enter on the labels choice.
4. Use the tab key to move to the "Next: Starting document" choice and press
enter.
5. Under Select starting document, select the radio button for Change
document layout. Use up and down arrow keys in the radio buttons to find
that choice.
6 Use tab key one time to move to the label options button and press
spacebar.
7. Select the manufacturer and paper type from the lists in this dialog box
such as Avery Standard 5160 Address.
8 Use tab to move to OK and press enter.
9. Use the tab key to move to the Next: Select recipients choice and press
enter.
10. There will be a list of radio buttons shown. Use up and down arrow keys
to the "Use an existing list" choice. This option assumes that you are using
address information stored in another file such as an Excel worksheet.
11. Tab to the Browse button and press spacebar.
12 Locate your spreadsheet containing address information and open it.
13. Select the table containing the address information. If "entire
spreadsheet" is in the edit combo box then just tab to OK and press enter on
the button.
14 If you get a conversion confirmation dialog box at this point then use
the MS Excel worksheet choice by using up and down arrow keys in the list
of radio buttons.
15 tab to the OK button and press enter.
16. You will get a list of recipients. If focus is not in the list then use
tab key to move to it. All recipients' names in the list will be checked.
17 Use up and down arrow keys to move to individual recipient names and use
spacebar to uncheck those that you don't want included in the mail merge.
18 Use tab key to move to the OK button and press spacebar.
19. If a table opens in your document and the PC focus is moved there then
use function key 6 to move the focus back to your task pane. If you were
not taken out of the task pane then you don't have to press function key 6.
20 Use the tab key to move to and press enter on the Next: Arrange your
labels choice.
*I skip steps 21 through 26. If these steps don't work, then do steps 21
through 26.
1, Up arrow to address
2, press enter
3, Up arrow 4 times to Joshua Randall jr
5, Press enter
21. Use tab key to move to the More items choice and press enter.
22. You will get a list of fields that can be included in the merge. If the
focus is not in the list then use tab key to move to the list.
23 Use up and down arrow keys to move from selection to selection in the
list. For each selection you want included in the merge, select it by
moving to it
24 tab to the insert button and press spacebar. Continue selecting fields
you want included and using the insert button to choose them. These should
be the fields that contain the recipients' names and addresses.
26 When finished then tab to the Close Choice and press enter.
27. Press the function key 6 to move from the task pane to the document for
formatting.
28. Format the first label as you want it to appear when it is printed. You
only need to format the first label. The field names are in brackets. Do
not remove the opening or closing brackets of a field name as they indicate
the starting and closing position for the text that is to appear in that
field.
You can place spaces between the closing bracket of one field and the
opening bracket of another field, you can put a comma after the closing
bracket and then a space, you can also move a field to a new line by moving
to the opening bracket of the field name and pressing the enter key. If the
FirstName field follows the LastName field and you want to move the
Firstname field to be located before the LastName field then move to the
opening bracket of the FirstName field and select the opening bracket, the
FirstName field and the closing bracket and then cut it to the clipboard.
Move the cursor to the opening bracket of the LastName choice and paste the
FirstName field there. Press spacebar to put a space between the two
fields. You can adjust the fields to be where you want them to be using
punctuation after the closing brackets or moving fields to new lines, etc.,
as long as the opening and closing brackets enclose the field names.
29. Go back to the Mail Merge toolbar by pressing function key 6.
30 Use the tab key to move to the Update all Labels choice and press the
enter key.
31. Use the tab key and press enter on Next: Preview your labels.
32. Press the function key 6 to move from the task pane to the table in your
document. You can use table reading commands to review your records.
33. Move back to the task pane by pressing function key 6
34 use the tab key to move to the choice "Next: Complete the merge", and
press the enter
35. In the resultant dialog box you can start the printing process. Use the
tab key to move to the print link and press the enter key.
36. In the "merge to print" dialog box There is a group of three radio
buttons. One is for printing all labels, one is for printing the current
record, and one is for choosing a range of labels to print. Make your
choice by using the up and down arrow keys in the radio button group. If
you want to print a range of labels then choose the From button. In the
from edit box type in the record number where you want to start printing.
In the "To" edit box type in the record number where you want printing to
stop. After either choosing a radio button for printing "all" documents or
the current record, or after typing in a starting and ending range, use the
tab key to move to the OK button and press the enter key.
37. The Word Print dialog box will appear and you can print as you would any
other document.
Brian Lee
[email protected]
Using MS Word 2007 and an HP OfficeJet J4500 series printer, can anyone
tell me what the steps are for printing address labels? Thanks. Jerry
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