HRMS Help > Reporting Tool > Selection Criteria > Create Address File for Mail Merge

---

Last Updated: Nov 07, 2023 8:35 am

---

This option is available for Contracts and Letters. It creates a text file of names and addresses that you can use to produce envelopes or mailing labels.

     

---

How to Create an Address File

1. Select the desired criteria for your contracts or letters, and select Create Address File for Mail Merge.
2. When prompted, enter a file name and location for your address file.
3. Run your contracts or letters. After the report runs, your address file will be saved using the location and name you entered.

See the instructions below for performing a Mail Merge in Microsoft Word. You may want to read the Mail Merge Tips first.

---

Microsoft Word Mail Merge

The steps below explain how to perform a Mail Merge.

To start the mail merge:

• Word 2003 – On the 'Tools' menu, click Letters and Mailings and then click Mail Merge.
• Word 2007 and newer – On the 'Mailings' tab, click Start Mail Merge and then click Step by Step Mail Merge Wizard.

The Mail Merge task pane will take you through the steps below. At the top of the task pane, you can select options for the current step, and at the bottom of the task pane, you can navigate to the Next or Previous step.

Step 1: Select document type

1. At the top of the Mail Merge task pane, select Envelopes (or Labels).
2. At the bottom of the Mail Merge task pane, click Next: Starting document.

Step 2: Select starting document

1. At the top of the Mail Merge task pane, select Change document layout.
2. Under 'Change document layout', click Envelope options (or Label options).
3. On the 'Envelope Options' (or 'Label Options') window, select the appropriate envelope or label type and click OK. The selected envelope or label format will display.
   • See Tip #1 for how to include the LEA address by default if you are not using preprinted envelopes.
4. At the bottom of the Mail Merge task pane, click Next: Select recipients.

Step 3: Select recipients

1. At the top of the Mail Merge task pane, select Use an existing list.
2. Under 'Use an existing list', click Browse.
3. From the 'Select Data Source' window, select the text file that was created when you ran your contracts or letters.
4. If the Word option 'Confirm conversion at Open' is enabled, the following steps are required. (See Tip #2 for steps to disable this option.)
   • On the 'Confirm Data Source' window, select OLE DB Database Files and click OK.
   • On the 'Text File Connection Parameters' window, select Other and enter the ‘|’ (pipe) character (Shift+\). NOTE: You may have to do this twice.
5. On the 'Mail Merge Recipients' window, select the desired employees and click OK.
6. At the bottom of the Mail Merge task pane, click Next: Arrange your envelope (or labels).

Step 4: Arrange your envelopes (or labels)

1. Click in the document where the employee’s address should display. For envelopes, click in the middle of the envelope until you see a box. For labels, click in the upper left corner of the document.
2. Under 'Arrange your envelope' (or labels), click Address block.
3. The 'Insert Address Block' window will display.
   • You should not need to make any adjustments here because addresses are already formatted to comply with USPS postal addressing standards (see Tip #3).
   • If needed, you will be able to edit individual addresses in Step 6 (Complete the merge).
   • Click OK.
4. For labels, click the Update all labels button under 'Replicate labels'.
5. At the bottom of the Mail Merge task pane, click Next: Preview your envelopes (or labels).

Step 5: Preview your envelope (or labels)

1. At the top of the Mail Merge task pane, use the forward and back buttons to preview your envelopes or labels.
2. If needed, use the options under 'Make changes' to exclude individual recipients.
3. At the bottom of the Mail Merge task pane, click Next: Complete the merge.

Step 6: Complete the merge

• To send the envelopes or labels directly to the printer, click Print.
• To save the envelopes or labels in a document before printing, click Edit individual labels.

---

Mail Merge Tips

Tip #1: Saving Return Address for Envelopes - If you are not using preprinted envelopes, you can include the LEA return address by following these steps:

• Word 2003 - From the 'Tools' menu, select 'Options'. Then select the 'User Information' tab and enter the LEA address in the 'UserAddress' field.
• Word 2007 and newer - Click the 'Microsoft Office' button and click 'Word Options'. Then, click 'Advanced' and enter the LEA address in the 'Mailing address' field in the 'General' section.

Tip #2: Disabling 'Confirm Conversion on Open' Option in MS Word - Disabling this option will avoid extra steps when importing the address file. (See Step 3, #4.)

• Word 2003 - From the 'Tools' menu, select 'Options'. Then, select the 'General' tab and uncheck 'Confirm conversion at Open'.
• Word 2007 and newer - Click the 'Microsoft Office' button and click 'Word Options'. Then, click 'Advanced' and uncheck 'Confirm file format conversion on open' in the 'General' section.

Tip #3: Address Format - Address files generated in the Reporting Tool are formatted to comply with USPS postal addressing standards when used with the Microsoft Word Mail Merge function.

According to USPS standards, unit designators (like apartment or suite) should display either at the end of the delivery address line or immediately above the delivery address line. To accommodate long addresses, the Reporting Tool puts the second address line from the Employee Demographics form above the main delivery address.

          Example: Apt 202 in Address Line 2 on Employee Demographics will display as follows:

               Mr. M Murray
               Apt 202
               123 Springfield Gardens Cir
               Asheville, NC 28801

Return to top