Configuring the Address Block for a Mail Merge

Video Transcript

"Hi, I'm Gary for ExpertVillage. So let's go ahead and start using the wizard. The first thing they want us to do, as we said, we want to create our document and there are several options. We are going to use the current document, but again, you have options to create a document on the spot or we see that our letter is already written and it's going to use that letter as the merge document. If you wanted to create your new document or even if you had a template or something you had already created, it is also available to be used as a mail merge. So, our next option on the steps on the left hand side is insert address block. So, our address block needs to be configured to our liking. First of all, we need to know which address list we are going to be using. Now, I've used Open Office with a particular sample data list, so it already remembers from my previous usage of the program. But, if you wanted to, you could click on add and you can just go ahead and create a new, it will browse through your hard drive, and you can go ahead and select a new data list. But we will keep ours on the sample data. Now that we have our sample data, according to the information, the fields in our sample data, the name, the last name, first name and last name and the address. All that information, we are going to creat our address block which is going to appear on the top of each letter. So, here we have our fields that we can select and if we click on more, we see we have different options of the order of fields. Here we have company name first, or here we have the title name first without the company name. Here we have address line, we have different we can see and the way we edit, is when you click on the edit button, the fields come up and you have the option to go ahead and remove, which in this case, is removing the company name and it's putting it just into the master list. But, we see when we remove the company name, we have to make sure, in the preivew, we can see that we had a blank space there. So, we just wanted to delete that. The preview is going to show us exactly how it's going to look. And so, by doing that, we can go ahead and create an address block. It's a little different than the Word, but it let's us put fields in and out that we can go ahead and create our address block. We see here, we can also put in a field from the master list into the address block that we are going to use. That's how we put the state field from the master list, we put it into the address label and we see here's the preview. Now, we have a little space here next to the city, so it's good that we have that preview. We want to correct that and we will just delete that space. It's one little space. Here now, we see that it's perfectly lined up and that's going to be the address block in the top of our letter. We go ahead and close all these menus, all these windows and we make sure that all our options are selected properly and that will be how we configure the address block."