barsetdbase (1)

8/9/2019 BarsetDbase (1)

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Barset U3A keep their database ofmembers in a Word table

In this slideshow well make a smallchange to the table, save it, and

then create a set of labels from it

Please step through this

slideshow by using the space-baronly ALL references to use of

the mouse in the following slides

are for instruction purposes

Please use the space-bar to step to the next slide


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The database is laid out as a standard tablein WORD. The first row is a header row (in

brown) and it has ten columns for each name

or recordThe entry for Brockbank is out of sequence,

so before we start on our labels our first taskis to sort the records by surname



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To select the column to use for a sort you

would click your mouse pointer just above

it (but dont do that now instead use the

space bar for the next slide)



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The column you want to sort by is

selected now select the table

menu and then the sort option



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It knowswhich

column to

sort by

We dont want it to sortthe header row too so

click on OK



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Sorted and the wholeaddress row is kept together(as you would expect)

Just click anywhere on thetable to deselect it

Now we can save this WORD table as a

normal document back onto our hard disk

and start on our set of labels



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Heres a new empty A4 documentwhich well use to set up our output

in this case a set of labels called

Avery A4 7163, widely available

from any stationers

The Mail-merge procedure

can be found in the Tools

menu, and it will guide usthrough the process using the

Mail-merge Helper



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Just follow the

prompts carefully

- 1 2 and 3



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This just confirms that wewant to use our new blank

document for the labels

setup instructions



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Our data source is the database we were working with,and the Mail-merge helper wants to know where on the

hard disk we put it



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No need to have the WORD table

document loaded, but Mail-merge

Helper needs to know where it is (so

that it can read the column headings)



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Ready to start setting uplabels on our blank Main

document



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What sort of labels are we

printing onto? (Avery

Standard is American choose Avery A4 instead)L7163 has 14 labels to the A4 sheet



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This window will set out thename and address

information for all the labels

Clicking here will

show us the list of

fields (column

headings) in ourWORD database



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The first address line willconsist of Name, then a

space, then the Surname



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Just keep adding

the fields as youwant them to appear

on the labels



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Were ready to start the merge

operation now, but we only want

labels for people from Barset, sowell also set up the Query Options

to select only those records

This is the button forselecting which labels

we make



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The shape of our labelshas already been set out

on the main document

Now we need to tell it onlyto select addresses from

the town of Barset



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Nearly there! Just one moredecision to make. Do we send the

results direct to a printer, or do we

make a document out of it first (so

that we can check it)?



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Just click on the Mergebutton and select the

option for putting our

results into a new

document



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All done! Now we can put our sheets of

labels into a printer and send the documentto it as normal.


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The Main document you created can be saved

and used again. It will remember the location of the

database and the settings (such as only selecting

addresses from Barset). To change these next time

you can select the Mail-merge Helper.

Heres the Mail-merge

Helper. This extra

toolbar is now part of

your document

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