Labels, Envelopes and Letters
using 
Microsoft Excel and Word

A. Updating Your Excel Data Base

1. Put the disk from class in your PC's floppy drive

2. Run the Microsoft Excel Program

3. Open your Data Base file by: 
    a. Clicking on "File" and then on "Open"
    b. In the small window that opens,  click in the box labeled "Look in:" or on the small black
       downward-pointing arrowhead next to it and then click on "3 1/2 Floppy (A:)"
    c. In the next window that opens, click on "Address Data Base.xls" and then on the "Open"
        button 
    d. The current contents of your Data Base should now be visible in Excel

4. Update your Data Base file by:
    a. Entering new information
    b. Correcting existing information
    c. Deleting unwanted information

5. Save your Data Base file by: Clicking on "File" and then on "Save"

6. Close your Data Base file by: Clicking on the X in the upper right hand corner.
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B. Creating a New Label or Envelope Template

1. Run the Microsoft Word Program

2. Start the Mail Merge Process by: Clicking on "Tools" and then on "Mail Merge."
    The Mail Merge Helper window opens and show 3 steps

3. Step 1 - Identify what you want to do by: Clicking on the "Create" button and then on either
    "Mailing Labels..." or "Envelopes..." or "Form Letter..."
    Click on "New Main Document" In the new little window that opens.

4. Step 2 - Identify where you Data Base can be found by:
    a. Click on "Get Data" and then on "Open Data Source..."
    b. In the small window that opens,  click in the box labeled "Look in:" or on the small black
       downward-pointing arrowhead next to it and then click on "3 1/2 Floppy (A:)"
   c. At the bottom of that same window, click on the box labeled "Files of type:" 
      In the list that appears, locate and click on "MS Excel Worksheets (*.xls)"
   d. Click on "Address Data Base.xls" and then on the "Open" button
   e. Click on the "OK" button in the little window that opens
   f. Click on "Set Up Main Document" in the next window that opens
   g. If you are creating Labels or Envelopes, skip Instruction 5 below and jump down to
      Instruction 6

5. Compose Your Form Letter by:
    a. Typing your letter the same way that you would any other letter
    b. To include a field from the Data Base, click on "Insert Merged Field" which can be found in
        the toolbars at the top of the document window
    c. To save your form letter, jump down to Instruction 8 below

6. Step 2 (Continued, for Labels or Envelopes) - Select the Label Format or
    Envelope Size by:
    a. Scrolling through the list labeled "Product Number:" (for labels) or "Envelope Size:" (for
        Envelopes) to find the appropriate item. If you click on an item, you will be shown size
        information (for labels) or a preview (for envelopes).
   b. Click on the "OK" button. 
       The "Create Labels" window or the "Envelope Address" window will open 

7. Step 2 (Continued) - Identify What Will Appear on the Labels or Envelopes by:
       NOTE: You are now ready to do the layout of your Labels or Envelopes by
       indicating where Data Base fields should be placed.
       Insert Data Base fields by: 
   a. Clicking on "Insert Merge Field" then Clicking on a field name, like "Title" or "First Name"
   b. Continue selecting Merged Fields until you have all of the items that you want to appear 
       on the Label or Envelope. 
       Note: As you are inserting fields, use the keyboard to include spaces, commas or any
       other information that you want. To go to a new line use the keyboard's "Enter" key.
   c. When all fields have been selected, click on the "OK" button
   c. Click on the "Close" button in the Mail Merge Helper window
       You should now be looking at your Label or Envelope template.

8. Save Your Label, Envelope or Form Letter Template by:
   a. Clicking on "File" and then on "Save"
   b. Clicking in the box labeled "Save in:" and navigating to the Floppy A drive or to a desired
       folder, like "My Documents"
   c. Entering an appropriate name in the "File Name:" box. Including the word Template in the
       file name will make the file easier to locate later
   c. Clicking on the "Save" button
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C. Using Your Template

1. Make sure that your Data Base disk is inserted into the Floppy A drive.

2. Run Microsoft Word if it is not already running

3. If your Labels, Envelope or Form Letter Template is already open in Microsoft Word, jump
    down to Instruction 4 below.
    Otherwise, Open Your Template by:
    a. Clicking on "File" and then "Open"
    b. Navigating to the desired template file on the Floppy A disk or on wherever you saved it
       on your hard drive
    c. Clicking on the desired file name
    c. Clicking on the "Open" button
        Your template file should appear in the MS Word window
    NOTE: If desired, you can change the Font and text size of your template and save it.
    Whatever font and size you use for the template will be used for your final printout.

4. Step 3 - Open the Mail Merge Helper Window by:
    Clicking on "Tools" and then on "Mail Merge"
       The Mail Merge Help window will open

5. Step 3 (Continued) - Merge the Data Base with the Template by:
    Clicking on the "Merge" button in Mail Merge Helper window.
       The Merge window will open.
    Clicking on the "Merge" button in that window.
       Printer ready pages should appear

6. Before Printing, Check Pages for Font, Format and Size by:
    a. Scrolling through each page, making sure that all of the information is correct
    b. If desired, change Font and text size by clicking on "File" and then "Select All."
       Select the desired Font and Size from the Font and Size boxes in the window's toolbar

7. Print Out Your Labels, Envelopes or Form Letters by:
   a. Inserting the appropriate label sheets, envelopes or letter sized paper in your printer
   b. Clicking on "File" and then on "Print..."

8. Close Your Files and Programs by:
    Clicking on the X in the upper right corner of each window or clicking on "File" and then on
    "Exit"
    NOTE: You do not have to save the file with the merged information that you used
    for the printout because you can recreate it anytime you want just like you created
    it this time.