Mail Merge Directions for WordPro

1. If you want more than one record per page, create the document using label Smartmaster

2. Select a label

• the dimensions are the number across, then the number down

• the numbers shown are Avery label numbers

• you can sort the list by Avery label -- useful if you know the Avery label number you want

then click "Merge".

3. Mail Merge Assistant box

• Select data file - select Use Existing - One possibility for an existing database is a text (ASCII) file in ASCII delimited format.  You can enter the delimiter used in the file -- the most common is a comma and this is called "comma separated value" format.  Other alternatives in this box are fixed format and tab separated.  After making the appropriate selections, Click "OK".  If the file is an ASCII file, the program will then ask you whether the field names are in the first row; if not, you must create a descriptor file which includes the field names. 

• Select document - Insert fields from database and type in additional text -- Save the file when you are done; save the file before the merge because you may want to come back and edit it

• Merge

Enhancements

• Merging Specific Records - After clicking Merge, the default is to merge all records.  However, by selecting "Merge Selected Records", one can specify one or more conditions to use.  The process is analogous to the find/query in a database program.

• What additional text appears in the box for a particular record can be made dependent on the value of fields for that record.  This is called inserting an IF Power Field.  To do this, one clicks on Text, Insert Other, and then Power/Doc. field, and then selects the IF condition and writes in the instruction box the appropriate condition and then click Insert.  The syntax for the IF condition is IF condition expression ELSE expression ENDIF where the ELSE clause is optional.  The expressions would appear in quotes and will appear in the document, without quotes, when the condition is true.