Mail Merge Defaults

  steviegee 11:49 24 Sep 2010
Locked

Office 2003. I use mail merge a lot with the same size label, yet everytime I open mail merge up I have to keep selecting the label size. Is there a way I can keep it as default.

  Taff™ 16:15 24 Sep 2010

I usually just save it as a template and change the data source which I would have to do anyway.

This interests me too. Can you keep a label size as default as steviegee asks?

  Taff™ 08:53 26 Sep 2010

I`ve had a look at Word 2002 and there doesn`t seem to be any way to keep a default easily. Here`s what I do for my Society where we have probably 400 members with about 30 still on snail mail. The main problem I have is that every couple of months or so I get e-mail bouncing because members have changed e-mail without informing us so a letter is the only way of reminding them to update their online records.

I originally set up a mail merge to a specific size of labels (Avery L7161) and then saved the merge document as "members labels MERGE". Note: the original merge document with data source - not the resultant mailing document.

Now whenever we have to send letters by post I call up that "Template" which always uses that size of label and simply change the data source for the members I want to snail mail. I would have to do that anyway if I was starting from scratch with a new Excel file of current members.

To expand a little on the data source which is an Excel file of all members. On the master sheet I sort out those who perhaps have lapsed membership i.e. not paid which is designated by one column field, then copy those to another sheet. Similarly, I then sort by e-mail address and copy those to another sheet - using that sheet for my e-mail. I then copy to a third sheet all those who don`t have an e-mail address - which are postal members.

When the e-mail merge has been done I wait 24 hours for any bouncers and manually move them from the e-mail sheet to postal before merging a letter which includes a simple paragraph explaining that they need to update their e-mail address. The labels are then printed off using the postal members sheet of the Excel file.

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