Topic Printing Mailing Labels with Microsoft Word 97

 Applies_To askSam for Windows

    Version 3.x

Last_Update September 10, 1997

Question

I want print out mailing labels for each of the addresses in my askSam file.  I know that Microsoft Word has a Mailing Label Wizard.  Is there anyway to use Microsoft's Wizard with my askSam addresses?

Answer

Yes, you may export your data out of askSam to a CSV format, and then use that file in the Microsoft Mailing Label Wizard.

Resolution

     1. Open your askSam file.

     2. Choose File -> Export -> Entire File (or choose "Selected Documents")

     3. Under File Type, choose Comma Separated Values (*.TXT)

     4. Name the file labels.txt.  Make a note of what directory to which you are exporting the file.

     5. Choose OK to Export

     6. After the export is complete, open Microsoft Word

     7. Choose File -> New.  Click on the Letters & Faxes tab.

     8. Choose Mailing Label Wizard.wiz.

           The Mail Merge Helper dialog will appear to guide you through three steps.

     9. For step 1, choose the Create pulldown menu and choose Mailing Labels,

     10. For step 2, choose the Get Data pulldown menu and choose: Open Data Source.

     11. Select the labels.txt file in the correct directory.

     12. In the Label Options dialog that appears, select the correct Label product and number as well as the correct printer information.

     13. Choose OK

     14. In the Create Labels dialog that appears, choose Insert Merge Field.  You will see a list of the text that appears in the fields.  Click on the first entry you would like to appear on the label.  The text will display in the box.  Press Enter to move your cursor to the next line.  Select the next entry from the list and so on until you have the entire address displayed in the format in which you would like it to print.  Choose OK.     

     15. For step 3, click on the Merge Button in the Merge Helper Dialog.

     16. Choose Merge and the labels will display on the screen.

     17. You may now print the labels by choosing File -> Print.

Notes:

1. The list of available fields in step 14 will display the text it finds in the first document of your askSam file.  If the first document of your askSam file does not contain a mailing address, you must delete it (or temporarily put it at the end of the file) before you export the askSam file to a Comma Separated Value file.

2. These steps have been tested with Microsoft Word 97.  Other versions of Microsoft Word may also work with these steps, but the menu options and dialog box text may be a bit different.  The process will still work the same, however.