Quote:
Originally Posted by Doug Robbins - Word MVP
I have about 613pages of addresses i need to put on labels, so copy
and paste is out of the question. I keep trying the merge tips from
other sites, but its not working. How do i take this enormous list and
create mailing labels. Im still trying to figure out how to make a
data file, but the addresses aren't set up in work or excel to create
one. [/i][/color]
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I'm assumimg that you don't need fields for each line, just a way to get these whole addresses into labels. The easiest way to do this is as follows:
1) Open the column of addresses set one above the other, then do a find for all the paragraph (Enter) marks and replace them with manual line breaks, you will get rid of all the para. marks.
2) To regain the para. marks where needed, simply do another find and replace. Do a find for two (manual) line breaks, which are to be replaced with one para. mark. Your addresses are now delimited with para. marks.
3) When this is accomplished select all the text and by using 'Convert text to Table' with a para delimiter, the text becomes a single column table of address records, which is ideal for a mail merge document where fields are not required.
4) Just add a cell at the top and type a heading in it such as ADDRESS and voila! You have a table ready for mail merge to labels etc. (You can add the header e.g. ADDRESS before you convert the text to table if you prefer)
Hope this helps, Chris D.
Another (but less easy) way to do this is mentioned in this MS suport website:
http://support.microsoft.com/kb/212335
Scroll down to Method 1 and it will guide you through this process very simply
They have omitted to mention before step 6 that you need to name and save the file delimited by asterisks. The file must be given a name.
If you wish to make a table from the new document you have saved (delimited by asterisks) Follow these directions for Word 2007/2010:
1) Open Word
2) Start with a blank page
3) Make sure the ‘Insert Database’ button is on your Quick Access Toolbar - Q.A.T. (If not click on down arrow on the Q.A.T. / Go to Customize / More commands / Change from ‘Popular Commands’ to ‘All Commands’ / then select ‘insert database’ and add to Q.A.T.)
4) Once on the Q.A.T. Click on this ‘Insert database’ button
5) Select your labels document and open
6) Field ‘NONE' , Record ‘*’
7) Insert data / OK, ALL
8) Click on ‘Table Tools’ button and select white table model on left
9) Your addresses are now in a table ready for the Avery Label software or any other use that requires a table.
In WORD 97 and 2000 - to put your labels into a table, first open the Database Toolbar (which needs to be selected from View / Toolbars). Then open a blank document, click on the icon, ‘Insert Database’ from the Database toolbar/ Click Get Data / find your document set up delimited by asterisks, and click OPEN / select the delimiters: Field None / Records *
Insert data /then click OK
Your labels are now in a table. Re-name and save.