The instructions below explain how to create customized mailing labels or other merged documents based on results from any basic or advanced search. The first set of instructions explain how to download your search results as a .CSV data file. The second set of instructions explain how to use the .CSV file to create mailing labels, form letters, and other merged documents using Microsoft Word. You may wish to print and save these instructions for later reference.
NOTE: Mailing lists made available through this website are provided as a service to community organizations and state agencies in Minnesota, and are not intended for commercial use, resale, or other for-profit uses. Such use is strictly prohibited.
Downloading Search Results as a Data File
1. Select Download File from the options at the very bottom of this page. (Note: You must first perform a basic or advanced search for this option to work.)
2. Choose to Save File to your desktop or another location of your choice. (Note: For those using Internet Explorer 5 on the Windows 95 operating system, choose Open this file from its current location. This will bring up the Save File/Open File dialog box a second time. Then choose to Save File to your desktop or another location.)
3. If you receive an Unknown File Type message when you select Download File, choose the Save File or Save File As option and save the file to your desktop or another location of your choice.
Using the Data File as a Mailing List in Microsoft Word
You can use the procedure below to create form letters, mailing labels, or other merged documents.
2. Open the Word document that contains the standard text for the form letter or other document you want to merge with the mailing list. If you're starting a new document or printing mailing labels or envelopes, click New to open a new blank document.
3. Under the Tools menu, select Mail Merge or Data Merge Manager .
4. Under Main Document, click Create and then select the type of document you wish to create. Choose Active Window when prompted for which window to use.
5. Under Data Source, click Get Data and then choose Open Data Source.
6. In the Open Data Source dialog box, select All Files from the Files of Type menu.
7. Locate the data file you downloaded from the database and double click or choose Open (if you did not rename the file, it will be named NPOC or NPOC.csv).
8. When Word displays a message box, choose Set Up Main Document.
9. If you are creating a form letter, use the Insert Merge Field menu on the Mail Merge Toolbar to insert merge fields exactly as you want them to appear on the form letter. When you are finished, click the Mail Merge Helper icon on the Mail Merge Toolbar.
If you are printing address labels or envelopes, select the printer and the size of address labels or envelopes. Then insert the merge fields in the Create Labels or Envelope Address dialog box exactly as you want them to appear on the label or envelope. When you are finished, choose OK.
For your reference, the data fields in this file contain the following information:
- orgName—name of the organization
- orgName2—name of parent organization or institution
- address—P.O. Box number, mailcode, building name, or department name
- address2—street address
- city—city
- state—state
- zip—zip code
- contactName—name of contact person(s) at the organization
10. In the Mail Merge Helper dialog box, click Merge, and then select the options you want.
11. To save the merged data file for future use, select Save As under the File menu, and rename the document.
12. To change the font or font size of your mailing labels, make the sure Word document containing the labels is active. Choose Select All under the Edit menu. Then select Font. . . under the Format menu, and choose the font type or font size you wish.
For more information about creating merged documents in Word, use the Office Assistant or Help index in Word to search for “mail merge.”
|
