Query Developer User Group June 21, 2006

Using Queries to Produce Mailing Labels Queries Mail merge in Microsoft Word

Using Queries to Produce Mailing Labels The queries must contain name, street address, city, state, and zip

Using Queries to Produce Mailing Labels There are two views that contain this data: –ADDRESSES Has the name as one field in proper first, last order NAME_REVERSED (19) –ADDRESSU Has the name broken into first, last, and middle NAME_FIRST (15), NAME_LAST (30), NAME_MIDDLE (15)

Using Queries to Produce Mailing Labels Either view must be joined to other views to use selection criteria Example SELECT NAME_REVERSED, LOCAL_STREET, LOCAL_CITY, LOCAL_STATE, LOCAL_ZIP FROM DATACOLL.ADDRESSES A, DATACOLL.STDT S WHERE S.SOC_SEC = A.SOC_SEC AND MAJ1_CURR='HIHI6' AND CURR_STDT='Y'

Using Queries to Produce Mailing Labels Once the data is in Excel and saved, the process is pretty simple Word has a wizard that walks you through the process

Using Queries to Produce Mailing Labels Open a Word document Under Tools, select Letters and Mailings and then select Mail Merge The wizard opens on the right side of the window

Using Queries to Produce Mailing Labels Select a document type of Labels and click Next: Starting document Click Label Options and select the label type you’re using. Click OK and then click Next: Select recipients You wan tot use an existing list so click Browse under Use an existing list

Using Queries to Produce Mailing Labels From the window that opens, navigate to your spreadsheet. Select it and click Open. A new window opens that allows you to select the sheet to use. Notice that there is a checkbox if the first row contains column headers. Select your sheet and click OK.

Using Queries to Produce Mailing Labels The next window allows you to pick and choose the recipients. If you don’t want a recipient, uncheck that row. You are given the tools to limit the list by clicking the down arrow next to the column name. When you’re done, click Next: Arrange your labels

Using Queries to Produce Mailing Labels Click Address block Select the name format you want to use Uncheck Insert Company name unless you’re using it Click Match fields Match the fields in the address block (left side) with the column names from the spreadsheet. Click OK when done.

Using Queries to Produce Mailing Labels Click OK again Click the Update all labels button Click Next: Preview your labels This gives you one page of labels where you can see what they will look like. You can make changes if you like. Click Next: Complete the merge

Using Queries to Produce Mailing Labels Click Print to print the labels and not worry about saving the labels Click Edit individual labels to create a new document with all the labels present You will get a new window allowing to select all the records, the current record, or a range of records