page provides guidelines for:
do a lot of mailings in your office? Are your mailing lists
organized well for doing mail merges?
Click on any word in
more information on that topic!
This month's topic will give
you some guidelines for creating efficient mailing lists and review
tips for doing a mail merge in Office XP. You may maintain a
mailing list using:
- An Excel spreadsheet
- An Access database file
- A Data Source within Word Mail Merge
- A Query
or Communications Management download from Colleague
Whichever method you choose, there are some basic guidelines to
follow to create an efficient list.
You should use standard
abbreviations (St, Ave, Rd) and directional's (N, S, W, E) as
recommended by the Post Office with NO punctuation. Your
list itself should not be in upper case, so that your merge letters
will not look awkward. If you need to print mailing labels, you should change the format of all label data to
UPPER CASE AFTER you merge to labels.
US Postal Service website
for postal standards abbreviations and formatting.
ITS Staff can prepare
your mailing list for you. See the
Requests web page for procedures and an email template for
submitting your request.
Consult the Postal Service web site for
additional information on address standards.
See our Mail Merge Talkin' Tech pages:
Preparing Mail Merge
Mail Merge with Email