Works Suite: How to Mail Merge a Word 2000 Document with a Works Database

This article describes how to use the Mail Merge function to merge data in a Microsoft Works 2000 or Microsoft Works 2001 database with a Microsoft Word 2000 document.

To mail merge data in a Works database with a Word 2000 document, use the following methods in the order in which they are presented.

Merge the Document with the Database File

To create a Word 2000 document and merge that document with a Works database file:

1. Start Word 2000.
2. Open or create the document into which you want to merge data.
3. On the Tools menu, point to Mail Merge, and then click Document Type.
4. Click the document type that you want, and then click OK.
5. Click the Merge information from another type of file button.
6. In the Open Data Source dialog box, browse to the location of the Works database file that contains the data that you want to merge.
7. Click the database file, and then click Open.
8. Place the insertion point at the position in the document where you want the first merged field to appear within the document.
9. On the Mail Merge toolbar, click Insert Merge Field, and then click the first field that you want to merge.
10. Repeat steps 8 and 9 for each field that you want to include in the mail-merge document.
11. On the File menu, click Save As.
12. In the Save in box, click the folder in which you want to save the file.
13. In the File name box, type a file name, and then click Save.

View the Document

To view the document:

1. On the Mail Merge toolbar, click the View Merged Data button.
2. On the Mail Merge toolbar, use the following commands to view merged records in the document:
   1. Click the First Record button to view to the first merged record in the data set.
   2. Click the Last Record button to view the last merged record in the data set.
   3. Click the Previous Record button to view the previous merged record in the data set.
   4. Click the Next Record button to view the next merged record in the data set.
   NOTE: The Go To Record box on the Mail Merge toolbar indicates which record you are viewing.

View or Print Marked Records

To view or print marked records:

1. Start the Works Database, and then open the database that you have merged with the Word 2000 document.
2. Mark the records that you want to view or print by clicking to select the check box next to the record number in the leftmost column of the database.
3. After you mark the records that you want, close the database.
4. If the mail-merge document that you want is not open, start Word 2000, and then open the mail-merge document.
5. On the Tools menu, point to Mail Merge, and then click Filter and Sort.
6. If you receive a dialog box prompting you to use Query, click No.
7. In the Query Options dialog box, click Filter Records.
8. In the first row, click Marked under Field.
9. Under Comparison, click Equal to.
10. Under Compare to, click 1 to view or print marked records.
    
    NOTE: You can click 0 to view or print unmarked records.
11. Click OK to return to the mail-merge document.

NOTE: When you view the merged data, only marked records appear.

Print the Document or Documents

To print only one document:

1. View the document that you want to print.
2. On the File menu, click Print.
3. In the Print dialog box, click Current Page under Print range, and then click OK.

To print only a selection of records in the document:

1. On the File menu, click Print.
2. Under Print range, click Pages, and then type the page numbers for the pages that you want to print in the Page range box.
   
   NOTE: Separate each page number with a comma. If you want to print a sequence of pages, type the page number of the first page in the sequence, followed by a hyphen, followed by the page number of the last page in the sequence. You can combine individual and sequential pages.
3. Click OK.

To print all of the documents:

1. On the File menu, click Print.
2. On the Print dialog box, click All under Print range, and then click OK.

Print Envelopes or Mailing Labels

When you click Individual Envelopes in Works Suite Task Launcher (under Tasks), you start the Word 2000 Individual Envelope Wizard. The Word 2000 Envelope Wizard can merge data only from the Microsoft Exchange address book when you use this option. It cannot merge data from the Windows Address book (WAB) or from a Works database file.

To merge from the Windows Address Book or a Works database file use the Mail-Merge Documents Wizard in the Works Task Launcher or Mail Merge in Word.

To create a Word 2000 envelope or mailing label document, and then merge that document with data from a Works database file:

1. Start Word 2000.
2. Open or create the document into which you want to merge data.
3. On the Tools menu, point to Mail Merge, and then click Document Type.
4. Click Envelopes or Mailing Labels, and then click OK.
5. Click Merge information from another type of file.
6. In the Open Data Source dialog box, browse to the location of the Works database file that contains the data that you want to merge.
7. Click the database file that you want to use, and then click Open.
8. Click OK.
9. Under Main Document, click Setup.
10. Verify that the correct envelope or mailing label size is selected, and then click OK.
11. Click Insert Merge Field, and then click the field that you want to merge.
    
    Repeat this step for each field that you want to merge.
12. If you want to print a Postal Bar Code on your envelopes, click Insert Postal Bar Code.
13. Click OK.
14. Click Close.
15. Apply any text formatting that you want to the merged fields.
16. On the File menu, click Save As.
17. In the Save in box, click the folder in which you want to save the file.
18. In the File name box, type a file name, and then click Save.

For more information about using toolbars, click Microsoft Word Help on the Help menu, type about toolbars in the Office Assistant or the Answer Wizard, and then click Search to view the topic.