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Old 01-07-2020, 02:30 PM
Choopsy Choopsy is offline Printing Envelopes From an Already Merged Document Windows 10 Printing Envelopes From an Already Merged Document Office 2016
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Hi Everyone,

We have a letter going out to clients that is merged from a database. Once the letters are ALREADY merged, the address information is sometimes changed (if client will be at a summer home when the letter is sent) and the body of the letter is customized as well. This situation is not my druthers but it is the way the company does it right now.

What this means is that I am printing the envelopes one at a time by placing the cursor on the address and hitting "Alt T E E", "print", "page down", placing cursor on the address, repeat....

Is there any way at all to print ALL of the envelopes only from a merged letter without doing this over and over for all 30 letters?

Bless you if so!
Choop
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Old 01-07-2020, 04:37 PM
jthomas666 jthomas666 is offline Printing Envelopes From an Already Merged Document Windows 10 Printing Envelopes From an Already Merged Document Office 2016
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You should be able to either
1. print mailing labels directly from the database (if, it's say, Access) or
2. You can use the database to create a second merged doc for the mailing labels.

I'm fuzzy on the specific procedures, but it should be doable.
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Old 01-07-2020, 04:41 PM
Choopsy Choopsy is offline Printing Envelopes From an Already Merged Document Windows 10 Printing Envelopes From an Already Merged Document Office 2016
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Thank you, jthomas, for your reply. I just want to clarify here that the database is not an option. It's too long-winded but the only document in the equation is the already merged Word document. I'm looking for a workaround to print the envelopes from that document in one fell swoop, not individually.
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Old 01-07-2020, 04:44 PM
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Guessed Guessed is offline Printing Envelopes From an Already Merged Document Windows 10 Printing Envelopes From an Already Merged Document Office 2016
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I would make the merge source doc with linked content controls containing each of the address merge fields. The source doc would include a section for the envelope. Then the merge would need to produce separate documents for each client.

This would allow the address in any of the client output docs to be updated from a single change.

EDIT: Looking at your last response, if the output file is a single document, you could use a styleref field for the second address instance if the document structure was letter/envelope/letter/envelope rather than letter/letter/envelope/envelope
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Last edited by Guessed; 01-07-2020 at 04:48 PM. Reason: Looked at preceeding post
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Old 01-07-2020, 05:00 PM
Choopsy Choopsy is offline Printing Envelopes From an Already Merged Document Windows 10 Printing Envelopes From an Already Merged Document Office 2016
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I know it seems crazy not to be working from the data source. Hence my frustration. Once the document is already merged, a second person who will never have access to anything but the document itself may need to go in and change the address of the recipient on the letter. So inserting envelopes with the letters doesn't help because they would have to change both addresses in this one document.



Given a merged letter, I'm simply trying to print all the envelopes at once without clicking on the address in the letter and opening up the ENVELOPE dialog for every single letter. Surely WORD allows this? Given an already merged document you can "Print ALL Envelopes for this document"?
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Old 01-08-2020, 09:53 AM
Charles Kenyon Charles Kenyon is offline Printing Envelopes From an Already Merged Document Windows 10 Printing Envelopes From an Already Merged Document Office 2019
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Look at Andrew's last (modified) response suggesting use of a StyleRef Field.
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Old 01-08-2020, 02:47 PM
Choopsy Choopsy is offline Printing Envelopes From an Already Merged Document Windows 10 Printing Envelopes From an Already Merged Document Office 2016
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Thank you Andrew and Charles,

I guess I am exasperated because it's 35 different clients and it seems that even doing it your way, I have to "add envelope to document" for every single one.

Can you offer any other specific instructions for using Style REF? The merged letter looks like this for the 32 recipients:

January 6, 2020

Mr. John Smith
1234 Main St
Hollywood, CA
90210

Dear Mr. Smith:

Blah Blah customized body.


Best regards,
Jane Doe

It seems if people are printing a merged letters at once they would want to print ALL the envelopes at once. Is it worth sending this feedback to Microsoft? lol How is this not a thing?
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Old 01-08-2020, 05:15 PM
Charles Kenyon Charles Kenyon is offline Printing Envelopes From an Already Merged Document Windows 10 Printing Envelopes From an Already Merged Document Office 2019
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Specific instructions:
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  #9  
Old 01-08-2020, 05:54 PM
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Have you considered either of the following:
- 2 separate merges - one for the letters, one for the envelopes
or
- setting up your merge source doc with two sections - one for the letter and one for the envelope that goes with the letter. This would be done BEFORE you run the merge.
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Old 01-09-2020, 02:32 AM
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If you have a merge document that comprises a collection of merged letters, then each letter in that document is a Word section. It is thus simple to grab the address from each section and apply it to an envelope and print that envelope using a macro.

The only information required are the numbers of the paragraphs where the address is located in the document, and the location of the envelope used to perform the print task, which should replace the three values at the start of the macro as appropriate. Installing Macros

I have attached a suitable envelope document. If you don't want the airmail logo, delete it from the envelope before running the macro.

Code:
Sub PrintEnvelopes()

'Graham Mayor - https://www.gmayor.com - Last updated - 09 Jan 2020

Const lngStart As Long = 1    'The number of the first paragraph of the address
Const lngEnd As Long = 6    'The number of the last paragraph of the address
Const strEnvelope As String = "C:\Path\Envelope.docx" 'The location of the envelope document

Dim lngSec As Long
Dim oDoc As Document, oEnv As Document
Dim oCC As ContentControl
Dim oRng As Range
    
    Set oDoc = ActiveDocument
    Set oEnv = Documents.Open(FileName:=strEnvelope)
    For lngSec = 1 To oDoc.Sections.Count
        If lngSec = oDoc.Sections.Count Then
            If Len(oDoc.Sections(lngSec).Range) = 1 Then GoTo lbl_Exit
        End If
        Set oRng = oDoc.Sections(lngSec).Range
        oRng.Start = oDoc.Sections(lngSec).Range.Paragraphs(lngStart).Range.Start
        oRng.End = oDoc.Sections(lngSec).Range.Paragraphs(lngEnd).Range.End
        Set oCC = oEnv.SelectContentControlsByTitle("Address").Item(1)
        oCC.Range.Text = oRng.Text
        oEnv.PrintOut
    Next lngSec
    oEnv.Close 0
lbl_Exit:
    Set oDoc = Nothing
    Set oEnv = Nothing
    Set oCC = Nothing
    Set oRng = Nothing
    Exit Sub
End Sub
Attached Files
File Type: docx Envelope.docx (81.0 KB, 3 views)
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Old 01-09-2020, 02:34 AM
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Duplicate post
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Old 01-12-2020, 04:11 AM
Choopsy Choopsy is offline Printing Envelopes From an Already Merged Document Windows 10 Printing Envelopes From an Already Merged Document Office 2016
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Thank you, everyone. In case anyone stumbles upon this, here is a workaround that I thought of but it requires having the reports team change the letter template. It is not a solution for the letters as they are now, but so far it's working with a minor hiccup that the first letter has the same envelope above and below it and the very last envelope in the batch doesn't have a corresponding envelope. Here is what I tried:



1. Change the merge template by opening up a new blank Word document. Copy and paste the entire letter template with the fields.



2. Go to 'Mailings'-->'Envelopes'



3. When the dialog box opens, click "Add to Document"


4. A blank envelope will appear above your letter, copy and paste the name and address fields from the letter to your envelope.


5. Save it as the template.


6. Merge your documents and save as a new document


7. Make the changes you need to make to your merged document whenever you need to make them.



8. To print ONLY your envelopes in one fell swoop, click Print and then select "Entire Document: Odd Pages Only."



Guessed, I see after the fact that this is the second of two solutions you suggested. Makes me feel so much better that an expert agrees! I am not giving up on trying out Styleref for another project. I had no idea that great feature is available! I experimented with Charles' links but I had some trouble using styleref to change envelopes in real time. But that's just my inexperience. gmayor, thank you for the macro!!!!! I knew a macro would work but it's so advanced for me. I am going to work on getting this in a document for the team (since it's me and 3 other less experienced macro-users that have to work with this document.) We'll use my workaround for now and I'll plug away getting the macro running.



Thank you all!
Choop
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  #13  
Old 01-13-2020, 02:30 AM
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Code:
We'll use my workaround for now and I'll plug away getting the macro running.
If you need a turnkey add-in version of the macro that requires no macro knowledge, contact me via my web site and we can discuss it.
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