2011 Procedure 33 Mailing Labels
Perhaps the most common use of customer demographic information is to produce mailing labels for a newsletter. Following is the step-by-step procedure for producing labels for only those customers with both an address and postal code. Much more selective portions of the database can be created with a more detailed query.
1) Log into Fore! Reservations.
2) Open Microsoft Word by selecting the View | Marketing | Mail Merge menu item.
3) Microsoft Word loads with the label template.
4) In Word, go to Tools | Mail Merge. If there is no Mail Merge Helper, you may be working in Word XP and thus need to perform the Microsoft Word XP Workaround on page 442.
5) This loads the Mail Merge Helper.
6) Under Step 3 click on Query Options.
7) If the Microsoft Query message comes up select No.
8) In the Query Window, there are three preset options eliminating customers without addresses and postal codes.
9) To further segregate your customers, add more constraints to the query by selecting fields to query in rows four and above.
10) To sort the labels, click on the Sort tab and select the sort method.
11) When the filter and sort are complete, click OK.
12) NOTE: because of a Microsoft Word bug that sometimes results in an erroneous first entry, do the following:
a) Click Cancel to exit the mail merge helper.
b) Click the propagate labels button twice in the mail merge toolbar.
c) Select Tools | Mail Merge to bring up the mail merge helper again.
13) Under Step 3 on the Mail Merge Helper, select Merge.
14) Confirm that it says to merge to a new document, then click on Merge.
15) Word sorts through the database and returns labels for the appropriate customer records.
16) The labels can be printed or the file can be saved to print later.
17) The original document created to set up the mailing label, usually named Document 1, can be saved as a file with a more descriptive name, i.e. LabelTemplate. This file can then later be retrieved using File | Open.
