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Old 12-06-2016, 06:51 PM
jarhtmd jarhtmd is offline Windows 7 64bit Office 2007
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Default How to Save & Reuse a Word 2007 Mail Merge Template

I use Word2007 mail merge only once a year, for holiday envelopes. So I'm unfamiliar with most of the options. My recipients are stored in Excel. I have saved a (single envelope) .docx with my return address and «FirstName» «LastName» «Address», etc. for recipient. But I don't know how to use it. Every year I have to start from scratch. Thankfully, I've made a checklist so that I don't have to learn everything anew each December.



It just makes sense to use the saved layout instead of redoing the whole process each time.

Where & how in the "Start Mail Merge/Envelopes/Select Recipients . . ." sequence do I tell it to use the saved layout (template)? Is a .docx the correct file type?
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Old 12-06-2016, 09:01 PM
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Once you've done the mailmerge main document setup, simply save it as a document (not a template). Having done that, it will be ready and waiting next time you want to do a merge - simply answer 'yes' to the prompt Word will give you when you open the document, then click 'Finish and Merge'. Done.
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Old 12-06-2016, 11:02 PM
jarhtmd jarhtmd is offline Windows 7 64bit Office 2007
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Thanks, Paul, for your reply, but I don't understand.



I have a (one page empty) file with the basic layout of the envelopes. I saved this file 2-3 years ago, so I'm not sure at what point in the process that I created it. I assume this is the 'main document' to which you refer. There are no Word prompts when I open it & 'Finish & Merge' is grayed out.


Obviously, as is, mine isn't a complicated task, but even simpler would be better.


My Name
123 Main Street
Mytown, Mystate 12345


«FirstName» «LastName»
«Address1»
«Address2»
«City», «State» «Zip»

I always save the latest populated document which I print later, usually only a small number of envelopes at a time.


I apologize for being so dense.
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Old 12-06-2016, 11:24 PM
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Quote:
Originally Posted by jarhtmd View Post
There are no Word prompts when I open it & 'Finish & Merge' is grayed out.
That suggests that, at some stage after doing the mailmerge setup and completing the merge, you either:
• re-opened the document and answered 'no' to the prompt before re-saving the document; or
• changed the document type from a mailmerge main document to a normal document (which you can do via the mailmerge tools.
To remedy the situation, simply use the 'select recipients' mailmerge tool to reconnect the document to your Excel workbook. You should then be able to complete the merge via the 'Finish & Merge' button. Do remember to save the updated mailmerge main document. Whether you save the latest populated document to print later is up to you; it isn't necessary, as you can run the merge when you're ready to print and you can even merge direct to the printer if you want.
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Old 12-07-2016, 11:26 AM
jarhtmd jarhtmd is offline Windows 7 64bit Office 2007
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Quote:
Once you've done the mailmerge main document setup, simply save it as a document (not a template).
OK, I think I've got it. However, I had to save the mailmerge document as a template (.dotx) to get it to work. Also to be sure I understand . . . I should answer YES when opening & when closing (& saving) that .dotx file.

I saved the populated file as a "regular" (.docx) file for later printing so I can review & "edit individual documents" as needed.
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Old 12-07-2016, 12:50 PM
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You should not have saved the mailmerge main document as a template (dotx), but as a document (docx). Saving it as a template means Word will create a new, redundant, mailmerge main document every time you click on the template to run a mailmerge and is liable to result in you getting the same SQL prompt to answer, twice.

Yes, you should answer 'yes' to the SQL prompt. By saving the document created from the template, you now have both a template and a mailmerge main document. You can delete the template - you don't need it. When you open the mailmerge main document, you will need to answer 'yes' to the SQL prompt before you can use 'Finish & merge' - which is the pre-requisite to 'edit individual documents'.
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Old 12-07-2016, 09:47 PM
jarhtmd jarhtmd is offline Windows 7 64bit Office 2007
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Thanks, Paul. I would mark this solved, but I don't know how.
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Old 12-08-2016, 02:17 AM
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Quote:
Originally Posted by jarhtmd View Post
I would mark this solved, but I don't know how.
Done. You may not be able to until your post count increases.
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