Joining “Mailing list” (2003 and XP)

We can merge a list of products or a membership list into a single document, using a “Catalog”.
To get a list from a table and print on labels, we use the “Merge” (“Mail Merge”) function .

To start “MailMerge” we choose “Tools” (Tools) – “Letters and Mailings” (“Letters and Mailings”) – “Mail Merge” (“Mail Merge Wizard …”) in the menu bar.
This opens the “Mail Merge Wizard” (“Mail Merge Wizard”) in the “Task Pane”.
In this example we will print a list, so we choose “Directory” (“Directory”) and click “Next: Starting document” (“Next:Starting document”).

In step two of the wizard, choose “Use the current document” (“Use the current document”) and click “Next: Select Recipients” (“Next: Select recipients”)
In step 3 of the wizard we can choose from :
“Use an existing list”
“Select Contacts”
“A new list”.
We choose “Use an existing list” and click “Browse” (“Browse”).

This time, we choose an “Access” database as our data source.
Select the database on your hard disk, and click “Open”.
Since an “Access” database can contain multiple tables, select the table in the next window (we choose the “Products” table in this example), and click the OK button.

Since we want to display each item in our list, we click OK in the next dialog.
In the “Task pane” we click “Next: Arrange your directory” (“Next: Arrange your directory”), to proceed to step 4.

In step 4, we first place the cursor in the document where you want to display the information, and possibly give a title for the type of information that we are going to show.
Click on “More items” (“More items”)
We select the item from our table, and click on the “Insert” (“Insert”) button.
We click the “Tab” button on our keyboard to jump to the next line in our document.
We type a title again for the information from our table.
We click on “More items” (“More items”) and select the second item that we want to display in our list.

We repeat this until all data is included in our document.
To create some space between two items, we click a few times on the “Enter” button on our keyboards.

If you wish you can, import items, type text, format text of your choice (as you can see above) for which you just use the “Formatting toolbar”.

Click “Next” in the “Task Pane” to see the preview.
If you are satisfied, click “Next: Complete the merge” (“Next:Complete the Merge”) in the “Task Pane”.

In step 6, click “In new document”
Result:

Click “File” – “Save” in the menu bar if you want to save the list.

Merge “Catalog” (2000 and ’97)

To put information together into a single document as one “Catalog”, we choose “Tools” – “Mail Merge” in the menu bar in Word 2000 and ’97

This opens the “Mail Merge Helper” dialog box.
Under the “Main document” section, click “Create” and choose “Catalog …”.

In the next window choose “Active Window” or “New Main Window”, it does not matter.

In step two, click “Get Data” in the “Mail Merge Helper” dialog, and select “Open Data Source”, because this time we get our data from a database in “Access”.

Select the database and click “Open”.
In the next window, choose the table or query from the “Access” database that you want for your “Catalog”.
In the pop-up window it appears that “Word” found no merge fields, so just click the “Edit Main Document” button.

In the document, type a relevant title for the information we want to display.
Click “Insert Merge Field” in the “Mail Merge toolbar”.

Select an item from the dropdown menu.

Repeat for each item that we want to display in our list.
You can format different items as per your own needs.

When all items have been added, click a few times on the “Enter” key on your keyboard to create some space between different items in our list.

When you’re ready to merge the documents, click the “Merge” button in the “Mail Merge toolbar”.

Select “New Document” in the “Merge to:” dropdown menu.
And click the “Merge” button.

Result:

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