Using address books in merges

When you use an address book as the data source for a merge, you do not have to create a data file. You can merge all records or select specific records from an address book and merge them directly to letters, envelopes, labels, or form documents. By default, WordPerfect lets you access Directory Server, MAPI, and Windows address books through the Microsoft Outlook address book. For more information about using Microsoft Outlook, see “Choosing an address book for WordPerfect.”

You can also create a merge data file by using the records in an address book. WordPerfect lets you create a data file by using all records or selected ones. When you merge information from an address book, the records are interpreted as a merge data file at the time of the merge. If you want to save address book information as a merge data file, you can use the adrs2mrg.wcm macro included with WordPerfect. For more information about macros, see “Using recordings, macros, and automation features.”

You can merge envelopes with a form document by using an address book. You can also insert address book records as labels.

It is recommended that you use no more than 512 fields per record.


To perform a merge by using an address book

WordPerfect Office btnbacktotopproc Using address books in merges
1.
 
In a form document, click Tools WordPerfect Office onestep Using address books in merges Merge.
2.
 
Click Data source, choose Address book, and choose an address book from the enabled list box.
3.
 
Click Output, and choose a format for the merged file.
4.
 
Click Merge.

WordPerfect Office note Using address books in merges

•
 
If you have selected records from an address book before starting the merge, those are the records that merge unless you specify others.

To merge selected records from an address book

WordPerfect Office btnbacktotopproc Using address books in merges
1.
 
Click Tools WordPerfect Office onestep Using address books in merges Merge.
2.
 
Click Form document, and choose the location of the form document.
3.
 
Click Data source, choose Address book, and choose an address book from the list box.
4.
 
Click Records.
5.
 
Hold down Ctrl, click each entry to use, and click OK.
6.
 
In the Format address dialog box, click OK.
7.
 
Click Output, and choose a format for the merged file.
8.
 
Click Merge.

To create a merge data file from an address book

WordPerfect Office btnbacktotopproc Using address books in merges
1.
 
Click Tools WordPerfect Office onestep Using address books in merges Macro WordPerfect Office onestep Using address books in merges Play.
2.
 
Choose adrs2mrg.wcm.
3.
 
Click Play.
4.
 
In the Address book to merge dialog box, enable the All records from address book option.
5.
 
Choose an address book from the Select address book list box.
6.
 
Click OK.

You can also
Create a merge data file from selected address book records
In the Address book to merge dialog box, enable, the Selected records option. Click Select records. In the list of categories, double-click the type of address book, and click an address book. Hold down Ctrl, click each entry you want to use, and click Insert. In the Format address dialog box, click OK.
Reset conditions
Click Clear all.

WordPerfect Office note Using address books in merges

•
 
If the adrs2mrg.wcm macro is not listed, you need to install it.

To merge envelopes and a form document with an address book

WordPerfect Office btnbacktotopproc Using address books in merges
1.
 
Click Tools WordPerfect Office onestep Using address books in merges Merge.
2.
 
Click Data source, choose Address book, and choose an address book from the list box.
3.
 
Click Envelopes.
If there is an existing envelope for this document, you can edit, cancel, or define the envelope.
4.
 
Click where you want to insert a field.
5.
 
On the Merge toolbar, click Insert field, choose a field, and click Insert.
6.
 
Click Close.
7.
 
On the Merge toolbar, click Continue.
8.
 
Click Form document, and choose the location of the form file.
9.
 
Click Output, choose the location for the merged file, and click Merge.

You can also
Merge only envelopes using an address book
Open a blank form document.
Print envelopes using an address book
Click Output, and choose Printer. Click Merge.
Reset envelope, form, and data options
Click Reset in the Merge dialog box.

WordPerfect Office note Using address books in merges

•
 
When you merge envelopes with an address book, you cannot add graphics to the envelope. Only the return address, the recipient’s address, and a bar code can be used. You can add extra text, such as “Air Mail,” below the return address or above the recipient’s address. The extra text prints in the same font as the addresses. For more information about creating envelopes, see “Working with envelopes and labels.”
•
 
The merged envelopes are placed at the end of the merged file.

To insert an address book record as a label

WordPerfect Office btnbacktotopproc Using address books in merges
1.
 
In a new document window, click Tools WordPerfect Office onestep Using address books in merges Merge.
If you have typed in the document, enable the New document window option in the Create merge file dialog box.
2.
 
In the Associate form and data dialog box, enable the Associate an address book option, and choose an address book from the list box.
3.
 
Click Format WordPerfect Office onestep Using address books in merges Labels on the WordPerfect menu bar.
4.
 
In the List labels for area, enable one of the following label options:
•
Laser printed — displays laser label options
•
Tractor-fed — displays tractor-fed label options
•
Both — displays both laser and tractor-fed label options
5.
 
Choose a label format from the Labels list, and click Select.
6.
 
Click where you want to insert the address label.
7.
 
Click Tools WordPerfect Office onestep Using address books in merges Address book.
8.
 
Choose an address, and click Insert.
9.
 
In the Format address dialog box, choose a format from the Format list box.

Using address books in merges