REAL-COMP Mail Merge Instructions

			Public And Permitted Use Information From Your Personal Computer

Mail Merge Instructions into Microsoft® Word for REAL-COMP

These instructions are for Microsoft® Word 2000. If you have a different version there may be slight differences in some of the steps.

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Delimited Downloading Instructions

Instructions for Merging into Labels

Instructions for Merging into a Merge Letter

Downloading Delimited Information from REAL-COMP for Mail Merge into Microsoft® Word

Before you save delimited information you must make sure that the any Autowrap feature is turned off.

Once you have a list that can be printed out as mailing labels, type L to access the label program and hit <ENTER>.
It will now ask, "Do you want the output to go to the <P>rinter or the (S)creen:" Type S to print to the screen and hit <ENTER>.
When it asks if you want the labels in delimited form, type Y for yes and hit <ENTER>.
The next question asks if you want quotation marks to surround the entire record, each field, or none. Depending on what program you are importing the information into will determine if you want quotes or not. For programs such as MS Word and many others you will not need quotes.
Next, you need to enter the character that will be your delimiter. Any character will work here, but you want to make sure that the program that you are importing the information to accepts this character as a delimiter.
Now choose if you want the information in standard mailing label format or you can customize the information in the labels.
You now get a message that says, "HIT THE RETURN KEY WHEN READY." At this point you need to toggle the text capture feature of your terminal program on to send all text following this point to a file.
Finally, hit the <ENTER> button to start downloading the mailing labels.
To turn the capture off merely go up to the Transfer drop down menu, move down to Capture Text..., and hit Stop. You are now finished downloading.

Merging the records into Microsoft® Word Mailing Labels

First, open Microsoft® Word. If you already have a letter written to merge the records into, open it now.

Next, go up to the Tools pull-down menu and click on Mail Merge… A Mail Merge Helper window should come up.

Click on the Create button, and click on Mailing Labels…

Click on the Active Window button.

Next click on the Get Data button and click on Open Data Source… An Open Data Source window should appear. At the bottom change Files of Type: to Text Files (*.txt). Now, change Look In: at the top to the path name that you saved the file to.

Highlight the file you had previously exported and click on the Open button at the right.

In the Microsoft® Word window click on the Set Up Main Document button. You will now need to tell the program which labels you are using.

Now edit your main document inserting the field names using the Insert Merge Field button on the Mail Merge toolbar and clicking on the field names that you wish to insert.

After you have placed all of the fields that you want merged in your labels click on the Merge to New Document button on the Mail Merge toolbar shown below.

You now have several labels with information from all of the records you have downloaded. At this point you can save and print your labels.

Merging the records into a Microsoft® Word Mail Merge Letter

First, open Microsoft® Word. If you already have a letter written to merge the records into, open it now.

Next, go up to the Tools pull-down menu and click on Mail Merge… A Mail Merge Helper window should come up.

Click on the Create button, and click on Letters…

Click on the Active Window button.

Next click on the Get Data button and click on Open Data Source… An Open Data Source window should appear. At the bottom change Files of Type: to Text Files (*.txt). Now, change Look In: at the top to the path name that you saved the file to.

Highlight the file you had previously exported and click on the Open button at the right.

In the Microsoft® Word window click on the Edit Main Document button. You will now be looking at your letter and have an extra Mail Merge toolbar above your letter that looks like the following:

Now edit your main document inserting the field names using the Insert Merge Field button on the Mail Merge toolbar and clicking on the field names that you wish to insert. You may also compose your letter at this point if you have not already done so.

After you have placed all of the fields that you want merged in your letter click on the Merge to New Document button on the Mail Merge toolbar shown below.

You now have several form letters with information from all of the records you have downloaded. At this point you can save and print your letters.