Data Master
Mail Merge

The mail merge file from the Data Master program can be used in Microsoft Word’s mail merge to create mailing labels, letters, or name badges. This gives a great deal of flexibility in creating correspondence and items for meetings and conferences. First, create the mail merge file in the Data Master program. Then use it in Word’s mail merge feature as a source file to create labels.

Data Master Mail Merge Files

Open the Data Master program.
Click Goto > Select List Form > Select Data List.
Highlight the data list.
Click SQL on the menu toolbar.
Click Request > Mail Merge. The Select Fields to Compare screen displays.
Use an asterisk * as a wildcard to select all records.
Click the Record Key box.
Click the (=) Equal to radio button in the Operator section.
Enter an asterisk * in the Target field. Press the Enter key.
Click the Process radio button in the Connector section. The Select Fields to Print screen displays.
Click the check boxes for the items to include in the mail merge file. Notice that a number displays in front of each checked item to denote the order. Click the
Continue (select sort order) button.
Click the check box(es) on the item(s) to sort on. The first box selected is the
primary sort. Secondary sorts are added by selecting other fields. Click the
Process My Request! button.
An information message displays showing the location of the mail merge file.
Be sure to note a note of this path. It is C:\CKV\dm\WY\Files\DMMail.dat.
Click OK.
Exit the program.

Create Mailing Labels

Open the Microsoft Word program.
Open a new document.
Click Tools > Letters and Mailings > Mail Merge Wizard. The Mail Merge wizard displays in the Task Pane located on the right-hand side of the screen.
Click Labels under What type of document are you working on?
Click the Next: Starting document link.
Click Label options under Change document layout.
Highlight the desired mailing label.
Click OK.
Click the Next: Select recipients link.
Under Select recipients, click the button for Use an existing list.
Click the Browse link under Use an existing list.
Navigate to C:\CKV\dm\WY\Files\DMMail.dat.
Click the down arrow for Files of type and highlight All Files (*.*).
The DMMail.dat file displays.
Highlight it and click the Open button.
The Mail Merge Recipients window displays. Note that the Street field is listed
after the Zip code field. Word expects Address rather than Street.
This is dealt with when the labels are arranged. Click OK.
Click the Next: Arrange your labels link.
Click the Address block link. The Insert Address Block window displays.
Match Street to Address so it is included in the address block. Click the
Match Fields button. The Match Fields window displays.
Note that Address 1 shows that it is not available. Click the down arrow for
Address 1, and highlight Street. Address 1 and Street now correlate so it is included in the address block.
Click OK.
Uncheck the Insert company name box when company names are not included
in the list.
Select the address block format.
Click OK. Note that <<<<AddressBlock>>>> displays in the first label.
Click the Update all labels button in the Replicate labels section. The down arrow at the bottom of the Task Pane may need to be clicked to display this section. The address block is added to the remaining labels.
Click the Next: Preview your labels link.
Review the labels. Make changes by clicking the Edit recipient list link.
Click the Next: Complete the merge link.
Print or edit individual labels.
Close the document after the labels print.

Ed. 02/2004 Revised 11/4/2005

[top] [Back to Data Master]

Updated 09/08/2006

Data Master Mail Merge

Data Master Mail Merge Files

Create Mailing Labels

Quick Links

Data Master
Mail Merge