Mail Merge Label Databases
  
In order to send a database to University Services for use
with printing mailing labels or envelopes, the database needs to be in a
certain format so that it can be read by the address verification software.
This demo will walk you through how to format a database for that use.
-
First,
we will make a copy of the database. To do
this, right-click on the database file, then
click on Copy. Now right-click on any blank
area of the window you have open and click
on Paste. Finally, right-click on the pasted
copy and click on Rename. Type in a name
that will let you know that this is the copy
to work on, such as University Services Mailmerge.
-
Double-click
on the copy of the database you just made
to open the file.
-
Now, double-click
on the table that you have the address records
in.
-
Click on
the Table Design button in the upper left-hand
corner of the window (it will look like a
blue triangle.)
-
Select
the fields that you need to delete. The only
fields that you should have are: Last name,
First name, Middle Initial, Company, Address,
Address 2, Address 3, City, State, and Zip.
-
To remove
the extra fields, click on the first field
by hovering your mouse into the colored are
to the left of the field name (where it turns
into a black arrow pointing to the right.)
-
Now click
on that row with your left mouse button.
-
Once you
are ready to delete the extra field, press
the Del (Delete) key on the keyboard. When
prompted if you
are sure, click on Yes.
- Repeat this process for each extra field
that you need to delete. When you are done,
your display should look something like this:
-
Now click
in the same area in teh toolbar where you
clicked on Design View in step 4 (this time
it will look like a calendar and say Datasheet
view.)
That is all
there is to it!
To format the data in the table fields, we
have three examples for you.
Last
|
Middle |
First |
Company |
Address |
Address2 |
Address3 |
City |
State |
Zip |
| Doe |
D |
John |
Acme |
PO Box 00 |
1234 Five Rd |
|
Anytown |
IL |
12345 |
| LePew |
U |
Pepe |
|
|
4 PeU Lane |
|
Paris |
France |
23U845 |
| John Doe |
|
Mr. & Mrs. |
|
PO Box 14 |
2480 Country Lane |
Apt 10 |
MyCity |
CA |
90210 |
In the first example, we have a typical record
with a PO Box and Address.
In the second example, we show how to enter
an International address. Note that in the
State column we have the country.
In the third example, we show how to do Apartment
numbers, as well as Salutations (Mr. & Mrs.
John Doe)
To download a copy of the database used in
the creation of this demo to use for an example,
please click on the Download Sample File icon
at the top of this page. To see a live demo
on
how
to
do this, please click on the Demo image.
|
