USING WORDPERFECT'S MERGE TO CREATE MAILING LABELS

FROM A QUATTRO PRO SPREADSHEET FILE

These instructions track WordPerfect 10. WordPerfect 8 or 9 will be substantially the same.

This version contains no graphics to show “how to”. Use the PDF version for that.


STEP 1: Create or Use a Quattro Pro or Excel File. If you’ve already done this, go to Step 2.

The first row of the spreadsheet contains what will be identified as “Fields” when doing a merge in WordPerfect. Starting at the upper left corner of Row 1, and from left to right, identify each such “Field”, e.g., “First”, “Last”, “A1”, “A2”, “City”, “State”, “Zip”. Use as many columns for “Fields” as you like but don’t skip columns. Each row beneath Row 1 (e.g., Rows 2, 3, 4, etc.) contains data for one person which matches the “Fields” you’ve identified. It’s OK to leave a Field “blank”, e.g., not everyone will have a 2nd address line. If you want the data sorted upon any particular “Field”, follow your spreadsheet program’s instructions for how to do that.


STEP 2: Create a WordPerfect Merge Form File Using Avery Labels. If already done, go to Step 3.

First, open an Avery Label form matching the Avery Label sheets you will be using, e.g., Avery 5260, by using WordPerfect Menu item Format|Labels... which opens the Labels dialog. Find the Avery Label form you intend to use in the Labels list and then click the Select button. Your screen will then contain a single blank label. That’s the way you want it to be.

Select Tools|Merge... which opens the Merge dialog. The Merge dialog will remain open for awhile. The Merge dialog contains various buttons: Form document, Data source, Output and Options...

Start by clicking the Form document button and select Create Form Document from the drop-down list. A small dialog, Data File Source, will pop up on top of the Merge dialog. In that small dialog, click the Use file in active window radio button. Then, the Associate Form and Data dialog will appear. Click the Associate a data file radio button and then click the small file folder at the end of the edit box. That will open a Select Data File dialog. In the Select Data File dialog, the “File type” will default to the default merge data file extension, *.DAT. Click the triangle in the File Type box to select “All Files”. If you don’t, files with a *.QPW or other spreadsheet file extensions will not appear in the list of files. Select the spreadsheet file you want to use for the data file and click the Select button. The Merge dialog will then contain a line near its top reading, “Ready to Merge! You can also change the output to something other than a new document.” But, to be sure look at the Output button – to its right, it should read, “New Document”. If it doesn’t, click the Output button and select “New Document” from the drop-down list.

Last, check the merge Options by clicking on the Options... button in the lower left corner of the Merge dialog. That opens the Merge Options dialog. Be sure that the “Separate each merged document with a page break” box is “checked”, that the “Number of copies for each record” is set to “1", and that the “If Field is empty in data source:” selected item is “Remove Blank Line”. Then, click the OK button in the Merge Options dialog.

Then, you are presently done with the Merge dialog, and, though you can leave it open if you want to before doing Step 3, it's really just in the way. So, click the "X" or "Cancel" button in the Merge dialog to make it go away. Your existing settings will not be lost if you do.

You can set tabs for the labels in the Tab box. You can insert Fields in the form you are creating with the Insert Field... button. Unless you're doing something beyond the scope of this paper, you won't be using the Insert Merge Code, Go to Data, or Options buttons. You can play with them to see what they do without any harm done. The Merge... button reopens the Merge dialog we've been working with, and in which a Merge button (without an ellipsis) is clicked to actually perform a merge. You are now ready for Step 3


STEP 3: Make the Merge Form Entries. If already done, go to Step 4.

The Merge Toolbar will be present at the top of the document. It contains a small Tab ruler bar -- you can set tabs for the labels in this box. You can insert Fields in the form you are creating with the Insert Field... button. Unless you're doing something beyond the scope of this paper, you won't be using the Insert Merge Code, Go to Data, or Options buttons. You can play with them to see what they do without any harm done. The Merge... button reopens the Merge dialog we've been working with, and in which a Merge button (without an ellipsis) is clicked to actually perform a merge.

In this step, we will be adding “Fields”, punctuation and Hard Returns for use in the final Merge Form.

Click the Insert Field... button and the list of "Fields" appears in the Field Name or Number dialog – they are the text items which are in the 1st row of the spreadsheet. That opens the Insert Field Name or Number dialog on top of the document. Notice that the spreadsheet's top row of text items are all listed (you may have to use the dialog’s scroll bar to see them all) and that each column/Field has been assigned a number.

To insert a Field, select the Field in the Field Name or Number dialog and click the Insert button. For example, if you want the 1st Field to be the person’s first name, find that item in the Field Name or Number dialog, select it, and click the Insert button in the Field Name or Number dialog. That adds Field(x) into the main document’s Avery label – it will be red, as just shown in this sentence.

You can leave the Insert Field Name or Number dialog open and edit the label in the WordPerfect document during this process. Just click in the document to make it active, and click in the Insert Field Name or Number dialog to make it active.

So, if you’ve added a Field for the person’s first name, you’d want a space after Field(x). Type one in as you ordinarily would by using the keyboard Spacebar. Then, insert remaining Fields you want (e.g., Middle, Last), adding spaces, punctuation or other text as needed, and at the end of the 1st line containing the person’s full name press {Enter} on your keyboard to add a Hard Return.

Continue this process until you have all Field names, spaces, punctuation, text and Hard Returns to complete the Avery label like you want it to be. DO NOT add a Hard Return at the end of the last line -- a Hard Return will automatically be added ... remember what was done in the Merge Options dialog, discussed above. Close the Insert Field Name or Number dialog when you’re finished with it.

If you are satisfied with your form, you could save it now (as you could have done earlier, as you go). If you intend to use the Merge Form as a file to use (or edit) again, you should save it sooner or later. In the future, this Merge Form file will automatically be associated with the spreadsheet file you've identified so you won't have to go through this process again. The saved file with have a “*.FRM” file extension.


STEP 4: Doing The Merge.

If you're not continuing from Step 2 or Step 3 and have already created the *.FRM file described in Step 3, then select Tools|Merge... from the Menu. Identify/select the Form (*.FRM) document, the data source document (the Spreadsheet file), and check on Options..., discussed above.

If you ARE continuing here from Step 3, and IF you have not yet saved the *.FRM file you’ve been making in Step 3, “Current Document” will appear following the Form Document button. If you HAVE saved the *.FRM file, the file name will appear instead of “Current Document”.


Either way, just click the Merge button. Doing so "does" the merge. A new document is created merging the *.FRM file (or Current Document if you’ve not yet saved the *.FRM file) and the spreadsheet file. The labels, using the corresponding Avery label sheets instead of plain paper, are ready to print.

You could save THIS new document as a file (i.e., after the merge) if you wanted, but no need really exists to do unless you're planning on using it very soon – if you do, save it as a regular "*.WPD" document, not as the *.FRM file itself.


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