Addresses
Creating mailing labels in Microsoft Word
One mailing label is created for each address in a location. Some points to note:
- The mailing address is taken as the home address in the user's contact record,
and is not necessarily the same as the property address.
- If there are multiple owners listed for an address, we generate only one mailing
label. The label is addressed to each owner but we pick a mailing address of only one
of the owners.
- In some cases one user can own multiple addresses in a single property. In this case,
the user will get one mailing label for each property owned.
These instructions were snagged from the
Postal Rate Commission's web site.
- Go to the web page that lists all properties.
- Select a property.
- On the property page, select the link to "Download owner list for mailing labels".
- This generates a text file in comma separated variable format. Save it somewhere on your hard drive
(the default name is "labels.tcl")
- Open a new document in Microsoft Word.
- Select "Mail Merge" from the Tools menu. The Mail Merge Helper will appear showing the three mail merge steps.
- Under the first step, "Main document," click the button marked "Create" and choose the "Mailing Labels" option.
- Under the first step, "Main document," click the button marked "Create" and choose the "Mailing Labels" option.
- Under the second step, "Data source," click the button marked "Get Data" and choose the "Open Data Source" option. The "Open Data Source" box will appear.
- At the bottom left of the "Open Data Source" box, use the pulldown arrow to change "Files of type:" from "Word Documents (*.doc)" to "All Files (*.*)."
- Find labels.tcl. Select the file and click on the "Open" button.
- When the box appears asking you to set up the main document, click the "Set Up Main Document" button.
- In the "Label Options" box, select the Avery number of your labels and click "OK."
- In the "Create Labels" box, click the button marked "Insert Merge Field" and select the appropriate fields to create the label master. Use spaces and returns where necessary.
- When all the fields are in address format, click "OK." The Mail Merge Helper will appear again.
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