The Political Activist Tool: MS Word Mail Merge Thread

[Boxcab]

OK, I'm putting my limited computer capabilities to work here. If I can do it, so can you. I am not a typist (I hunt and peck to type and any one of my fingers covers a minimum of two keys at any time), yet I can do this.

MS Word Mail Merge is a tool that allows you to input a Mailing list of names (i.e. Judicial Committee members) and save it. Once you save it you can use it over and over again to write letters, create mailing labels and do individual or mass mailings with just a click (or two) of a mouse.

See http://office.microsoft.com/en-us/help/HA010349201033.aspx for directions and guidelines for using this VERY POWERFUL tool.

I will create and upload for the use by all a Mail Merge list for both the Senate and House Judiciary Committees. Once this is done, YOU can then create your own letter (or copy someone else’s), use the mail merge option in Word and send out your letter to all members of the committee with a click (or two) of the mouse. The mail merge will fill in the header of the letter and fill in the "Dear _____" with the proper name. The mail merge will print out the address label. All you need to do is fold the letters, stuff it in the envelopes, apply the pre-printed address labels and stamps, then, carry them out to your mail box. Your representitives will then receive a personalized letter that will be given the proper respect and consideration it deserves.

Friend or Foe, they do read, and often respond to, our letters.

Please help the cause. Every letter counts and with MS Mail Merge alot of letters can be generated easily.

Soon I will upload the Mail Merge lists for all to use. Please, write to your representitives and tell them what YOU want out of them.


-Boxcab

[Boxcab]

Prior to attaching a file that may be wrong, I am attaching a .jgp of a trial print of address labels for both the House and Senate Judicial Committees. Since I really, really suck as a typist; I am asking for someone to proof read my work.

These Links may help,

http://www.msa.md.gov/msa/mdmanual/05sen/html/sen.html
http://www.msa.md.gov/msa/mdmanual/06hse/html/hse.html



Once I feel the listing is correct, I'll upload the MS Word mail merge files for everyone to use.

Thanks in advance,

-Boxcab

[Boxcab]

Attached to this post is a scan of 4 sample letters generated in MS Word using Mail Merge.

I typed (only once and saved for future use) the BLUE part. The RED part was filled in by Word. It took me 5 minutes to type my letter, then I used mail merge to create customized copies for each Senator. Word generated the copies, all I had to do was click on a list of names to signify which Senator I wanted copies printed for. The same tool can be used to print labels or envelopes for each letter.

it is that EASY to paper the Senate or House.

See for yourself.

(I'll post the Mail Merge file with the address' for everyones use soon)

-Boxcab

[cbburke]

Yeah, I do that all the time at work...Its pretty neat and powerful ..

Just need to resources and money to mail those out, I wouldnt mind forking my own money for it ...for those

[Boxcab]

Attached to this post should be a two Mail Merge files...

1) House Judiciary Committee - (JUD) - 2008 Session
File Name: House Judicial Mail.mdb

2) Senate Judicial Proceedings Committee - (JPR) - 2008 Session
File Name: Senate Judicial Committee Mail.mdb

Copy these file into a directory that you can find later (you will need to direct MS Word to it's location). Edit to fix file extensions {Thanks DD214 for the help}

NOTE: There seem to be conflicting information on the MD.gov web site concerning mail box numbers for some legislators. I used the info from each representitives individual web page for these lists, if I need to update these later we can repeat this excercise.

I'll do a step-by-step in my next post on how to create a mass mailing.

-Boxcab


EDIT Feb1, 2008: I will add all new Mailing Lists to this post as they are created. Newer lists will be in Excel (.xls) format as it appears to be more universaly acceptable. When opening a MSWord mail merge document, just point it towards the .xls file and continue on as before.

For you Die Hard Mail Merge Fans, check out Post #28 of this thread!

[DD214]

Originally Posted by Boxcab

{DD214 or Norton any help in removing the .txt extension for everyone}

I changed the vBulletin configuration to allow mdb files to be uploaded, so you can edit your post to remove the txt files and upload the mdb files.

[Boxcab]

Nows the time for all Citizens to partake in the process. Your duty as a Citizen does not stop when you pull the polling lever to cast your vote, it is just beginning.

It is easier then it looks. Once you go through the process it will seem elementary to you. If I can do it, so can you. I am not a teacher, so maybe someone else can pitch in and write a better set of instructions... I will not feel insulted.

• Open a New Document in MS Word
  • Click “Tools” on the tool bar on top
  • Click “Letters and Mailing”
  • Click “Mail Merge…”
  • The Mail Merge Wizard will start the 6 step process
  • Choose “Letters” and then the Next: Starting document
  • Choose “Start from template and Select template…
  • Choose “Plain Merge Letter” and click OK, then the Next: Select recipients
  • Choose “Use existing list” You will be asked to Browse for the list you downloaded and saved earlier. Find the .mdb file and Open it. You can choose ALL or just a few to send your letter to. Click OK when done and the Next: Write your letter
  • Since you chose a Template for your letter, there is no need add recipient information. Just type, copy and paste and create the body of the letter that you wish to send out to all recipients. Don’t forget your information (name, address, telephone number) at the bottom. Then choose the Next: Preview your letters
  • You will be shown a sample of your letter with all the information from the mail merge list inserted. Cool huh? Then click the Next: Complete the merge
  • Choose Print and All
  • Now start another new document , but this time choose envelopes or labels in place of “letters” and create preprinted envelopes or labels.
  • Put the right letter in the correct envelope, apply labels (if needed) and stamps, stuff in a USPS box
  • Sit back and have a frosty cold beer, basking in the glow of the knowledge that you are a citizen.

Enjoy,

-Boxcab

[Boxcab]

They start talking tomorrow, have you given your Senators and Delegates something to think about.

I love this quote and it seems to apply to Maryland gun owners. I wish I could write this well.

You cannot tell from appearances how things will go. Sometimes imagination makes things out far worse than they are; yet without imagination not much can be done. Those people who are imaginative see many more dangers than perhaps exist; certainly many more than will happen; but then they must also pray to be given that extra courage to carry this far-reaching imagination. But for everyone, surely, what we have gone through in this period - I am addressing myself to the School - surely from this period of ten months this is the lesson: never give in, never give in, never, never, never, never-in nothing, great or small, large or petty - never give in except to convictions of honour and good sense. Never yield to force; never yield to the apparently overwhelming might of the enemy.

Sir Winston Churchill
October 29, 1941

[Norton]

I've got my letter written.

I've done merges before, but this one isn't working

Word keeps prompting me to convert the file from another format....

[Boxcab]

Sorry to hear that Norton.

It works fine for me, but I'm sure thats of no help to you. My merge files are created in MS Office Word 2003 SP2. What version of word are you running?

Anybody out there know this program and can be of any help?

I'm afraid I know just enough to be dangerous...

[Norton]

I'm afraid to say anything lest DD214 and jpk1md go on another anti-Mac tirade.....

[DD214]

Originally Posted by Norton

I'm afraid to say anything lest DD214 and jpk1md go on another anti-Mac tirade.....

[Boxcab]

Originally Posted by Norton

I'm afraid to say anything lest DD214 and jpk1md go on another anti-Mac tirade.....

Not until they put up MAC based mail merge for all those folks who shy away from a challange!

I'm traveling tomorrow for work, but when I get back to the office on Friday I'll try it there. Anyone else try to use my files or is Norton my only test case? Hate to think I wasted my time.

-Boxcab

P.S. I celebrated the first day of the General Assembly with the UPS man delivering 900 rounds of milsurp 8mm Mauser ammo to my front door. Damn thing weighs 69 pounds! Did not blow away in the wind...

[cbburke]

I can see why ..I tend to use pure excel for many database structure and just do it from there but this is a neat thing with access since its a build in


by the way, does anyone have a templuate of what i should write since my poor english skills isnt up to pair and i dont want any laughting stock ...

thansk

[Boxcab]

Norton,

I down loaded the files attached above to my work computer (Running MS Office Word 2003 for Small Business) and I am able to use the files just fine. Are you sure your pointing to the correct files? The default database file location has some funny files in there?

Has anyone else successfully used the merge files I have provided?

Anyone?

Beuller?

-Boxcab

[Norton]

Originally Posted by Boxcab

Norton,

I down loaded the files attached above to my work computer (Running MS Office Word 2003 for Small Business) and I am able to use the files just fine. Are you sure your pointing to the correct files? The default database file location has some funny files in there?

I'm using office 2004 for Mac. I'm pointing the merge to the files here:
http://www.mdshooters.com/showpost.p...82&postcount=5

Even when I click on the files on my desktop, it prompts me to ask what application I want to open it in.

[Boxcab]

Bingo, there's a problem.

You need to be in Word and in the Mail Merge program. From Post number 7 ...

Open a New Document in MS Word
• Click “Tools” on the tool bar on top
• Click “Letters and Mailing”
• Click “Mail Merge…”
• The Mail Merge Wizard will start the 6 step process
• Choose “Letters” and then the Next: Starting document
• Choose “Start from template and Select template…
• Choose “Plain Merge Letter” and click OK, then the Next: Select recipients
• Choose “Use existing list” You will be asked to Browse for the list you downloaded and saved earlier. Find the .mdb file and Open it. You can choose ALL or just a few to send your letter to. Click OK when done and the Next: Write your letter
• Since you chose a Template for your letter, there is no need add recipient information. Just type, copy and paste and create the body of the letter that you wish to send out to all recipients. Don’t forget your information (name, address, telephone number) at the bottom. Then choose the Next: Preview your letters
• You will be shown a sample of your letter with all the information from the mail merge list inserted. Cool huh? Then click the Next: Complete the merge
• Choose Print and All
• Now start another new document , but this time choose envelopes or labels in place of “letters” and create preprinted envelopes or labels.
• Put the right letter in the correct envelope, apply labels (if needed) and stamps, stuff in a USPS box
• Sit back and have a frosty cold beer, basking in the glow of the knowledge that you are a citizen.

I know my teaching skills suck, but I hope the general idea is there. Ask if you have problems and we will work through them,

-Boxcab

[Norton]

I also need to have Access, no?

[Boxcab]

Originally Posted by Norton

I also need to have Access, no?

Not that I am aware of. My MS Office does NOT have Access as part of it.

Just open a new Word document, Click "Tools", then click "Letters and Mailings" and your off.

If I am missing something, someone, please enlighten me.

-Boxcab

[Norton]

Originally Posted by Boxcab

Not that I am aware of. My MS Office does NOT have Access as part of it.

Just open a new Word document, Click "Tools", then click "Letters and Mailings" and your off.

If I am missing something, someone, please enlighten me.

-Boxcab

I was talking with our county tech person today and she said she got an email regarding the same problem with .mdb files and Macs. I'll play with it some more over the weekend.

Worst comes to worst, I just copy and paste their addresses into a form letter and format it all pretty.