Tools of the Trade
By Daniel Adamen

Letters, letters, and more letters. It seems like the task never ends for managers or executives. Of course, the easiest way to communicate to any group of people is via email. Email is fast with conformation if selected, no individual letters to write, envelopes to address, or stamps to lick. But there are times when an e-mail should not be used. If your company does not have trade specific software that provides a letter / mailing solution already in place, an easy and readily available method is found within Microsoft Office  called Mail Merge.

Mail Merge allows you to write a letter then import the names and addresses of the recipients from an Excel spread sheet. Great! Any letter that does not say "Dear Sir", but has a person’s name on it will make everyone feel better and your life easier. By using the Wizard within Mail Merge, inserting the names and addresses for any letter group take sunder 2 minutes (a best time of 1 minute 20 seconds for my old hands), and that is very efficient time use compared to individually addressing each letter. I ran Julie through my tutorial (that part is below) and she had it down in about 6 minutes, not bad for a first time. A funny thing about using Microsoft tools, it actually takes less time to do actually do them then to to discuss the steps. I think you will find this tool fast and easy to use and a real time saver.   

(Just a reminder: I if you need to send out over 40 letters, it may well be your best decision to have SouthData do the task for you.) Important tips. You will not be able to operate, read or otherwise multi-task with other word documents when popup windows are waiting for your selections. The Excel file in which your addresses are located will be in "lock down" until you complete the Mail Merge. You may use the Previous or Back arrows at the bottom of the Wizard, but sometimes it is just easier and faster to start over. The Wizard likes to remember your mistakes as well as the correct things you have done. Dumb Wizard.

Here is how you do Mail Merge in Microsoft word.

1. If you have not already developed your letter to be mailed write your letter in a word document. Do install the date, and the required other standard elements.

2. Above the body of the letter select the location for your recipients name and address.

3. Select Mailings in your tool bar.

4. Step 1. Select the Mail Merge drop down menu and select the Step by step mail merge Wizard (this is the easy way). The Wizard will open to the right of your document. To the top of the Wizard select Letters.

5. At the bottom of the Wizard select Next.

6. Wizard Step 2.  Select Use the current document (usually default if you have the document up). Select Next.

7. Wizard Step 3 allows you to select from where you want your names to come from, excel, Outlook, or even type a new list, but we are going to use excel because I know you are maintaining your boards or homeowners, or personal Christmas list names on an excel sheet. So select Browse and select your file for the names. You will then be able to look on your computer for the list and select it. A pop up window will appear and ask you which sheets on the excel the names are on, usually sheet 1 but you may have the names on sheet 2, 3 or whatever, just select the proper sheet. Sheet 1 is the default.

8. A second pop up window will show you the names, address on your excel sheet, but maybe not in their proper order. Don’t worry about that yet, but make sure the names are the ones you want, if yes but you don’t want the letter to go to all on the list just individually check only the names you wish to receive the letter. Select Ok, then select Next.

9. Wizard Step 4, if you have not done so already select and click where you would like the recipients name and address to go on your letter.  Now select Address block….  A pop up window will ask you to select the format for the names, select your formatfor the name (you must do this).  The following are selected by default but review them, select insert postal address.  Select Format address by destination.   Your preview window may only have a city and state and no name, so Select Match Fields. A new pop up window appears with lists of fields required for your address, select the proper field for first, last, address and then select Ok.  Now your preview pane should have a name and address that is acceptable. Use the left and right arrows to view you selected group of names and address. Click Ok.  You should have the <<AddressBlock>> where you selected the location for your address.

10. If you would like a Greeting Line place your curser in the proper location and select Greeting Line. A pop up window with options on how you would like your greeting are available. Review and choose you format and select Ok, select Next.

11. Wizard Step 5. Preview your letters. Here you may adjust spacing if needed and view how the letters are going to look for each recipient. If all is ok select Complete the merge.

12. Wizard Step 6. You have some minor options, but if you are ready to print your letters select print.

Enjoy your personalized letters, you clients, Boards and those on your Holliday list will enjoy the personal touch. Please take some time to explore your Microsoft tools in Word and Excel they can make you more productive. I have used Word for years before I discovered Mail Merge. I wish I had found it earlier.  

Dan Adamen is the tech guru of Adamen Inc. He can be reached at .
The reluctant tech guy. 

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