CREATING MAILING LABELS USING A MAIL MERGE

CREATE A TEXT FILE OF THE SELECTED PARCELS:

• Select the desired parcels:
  • Search for a parcel.
  • Zoom to the parcel.
  • Make sure the parcel is selected (Use select tool or click the "Highlight Parcel" button).
  • Click on the "Parcel Buffer" button.
  • In the dialog box enter the buffer distance in feet and click OK.
  • Or you can simply use the selection tool to draw a box around the desired parcels.
• Results will post in the upper right frame of the screen.
• Click on the "semi-colon delimited" button.
• Save the results as a text file
  • When the report appears on the screen, under the "Edit" menu, choose "Select All" (Ctrl +A).
  • Under the "Edit" menu, choose "Copy" (Ctrl +C).
  • Open Microsoft Notepad (Start > All Programs > Accessories > Notepad), or a similar text editing application.
  • Paste the results into Notepad using the "Paste" (Ctrl +V) command under the "Edit" menu.
  • Under the "File" menu, choose the "Save" (Ctrl +S) command.
  • Use 'mailinglist.txt' as the File name.
  • Make sure that the "Save as type:" is set to Text Documents (*.txt)
  • Click "Save"
• The saved results should look like the following example:

NAME;ADDRESS;CITY;STATE;ZIP;COUNTRY;PARCEL
DOE JOHN;1234 W MAIN ST;PHOENIX;AZ;85031;USA;Parcel: 123-45-678
EOD JANE;1237 W MAIN ST;PHOENIX;AZ;85031;USA;Parcel: 123-45-679
PERSON ANY;1239 N ELM ST;PHOENIX;AZ;85031;USA;Parcel: 123-45-728

CREATE THE MAIL MERGE USING THE TEXT FILE:

The following are quick instructions for performing a Mail Merge to create mailing labels using Microsoft Word 2003. Specific assistance can be found by searching help in your office productivity software for Mail Merge or Mailing Labels.

Using Microsoft Word 2003:

• Create a new blank document
• Under the "Tools" menu select "Letters and Mailings" and then "Mail Merge."
• Select labels as the document type (Step 1 of 6)
• Select your specific label type from the "Labels options." window. (Step 2 of 6)
• Browse for the 'mailinglist.txt' file that was created from the CREATE A TEXT FILE OF THE SELECTED PARCELS instructions above. A window showing the 'Mail Merge Recipients' will appear. Make any edits to the records and then click the "OK" button to close the window. (Step 3 of 6)
• Click the "Address block." label to add the address to the label. Click "OK" to close the 'Insert Address Block' window. The software should arrange the data from the NAME, ADDRESS, CITY, STATE, ZIP, and COUNTRY field into the address block. If you wish to include the parcel number on the label, click the "More items." label and select PARCEL from the available Database Fields. Click on the "Update all labels" button to populate the remaining labels on the page. (Step 4 of 6)
• Preview the labels and make any changes to the appearance. (Step 5 of 6)
• Complete the merge and print the labels. (Step 6 of 6)