This issue of "The Computer Club" brings to a close another great year of computing. Our TVCUC members have learned a lot, both from this article and the great presentations we have had at the club meetings every month. I feel confidant that we can fill the next year with new programs that will keep everyone interested and coming back for more. I will keep the program for January 4^th a secret for now. The meeting will begin at 7:00 PM. It will start with a short tutorial session, followed by the main presentation. Check the Website or Channel 3 for the subjects. Suffice it to say that we will start out with a bang, or something.

This has been a busy month for everyone, yours truly included. But I’ll bet you have been able to squeeze in some quality computer time. I hope you addressed your Christmas cards using your computer. After all, that investment has to good for more than email. You didn’t print your Christmas card envelopes?

Well now is the time to learn how. It’s not too late. It’s early. You have a whole year to compose your Christmas Card List and learn how to print the envelopes from your list. You can practice on Thank You! lists and party invitations. I may be digging myself into a hole, but let’s spend some time learning how to print envelopes. There are many applications from which you can print envelopes; MS Word, Corel Word Perfect, MS Works, and others. None of them are exactly alike, but they are similar. You start with a data source, your name and address list, and a printer that can handle envelopes. Then you "mail merge" the list into a stream of envelopes. Sounds simple! It isn’t, but it does not have to be difficult if you know the terms and steps and spend a little time practicing.

First you need a list of names and addresses. This can be your Microsoft address book or a list of names typed into a word processor file. I will work from MS Word, but follow along in your own word processor and match up the commands and terms. An address book is the easiest way to start if it has complete names and addresses. In Outlook Express or Outlook, you can input your names directly to an MS Works mail merge operation or export the names to a ".csv" (comma separated values) file which can then be used as the "data source" file for Word. In Outlook Express, go to File – Export and follow the dialog boxes.

Let’s assume that you will need to build your list of names and addresses from scratch. There are a few things to think about. Each name and address set is called a "record". Each record is composed of "fields". For example, the first name is a field, the street address is a field, and the zip code is a field. Each field is separated by a "delimiter". A delimiter can be a space, a comma, a tab, or any other character, as long as it is consistent between all fields of your list. In the same way, each record is delimited, or separated, from the next record, usually by an "Enter" or "return" character. The Mail Merge operation uses all of these terms as you go through the steps. I hope that this introduction will help you follow the operation when you try it.

Now decide exactly how you want your envelope addresses to look. For example, do you want a title record, as Mr. or Mr. & Mrs.? If you don’t want a title for a particular record, omit it, but leave the field blank. The Mail Merge will just ignore the blank field. Do you want a first name field and a last name field or will the entire name comprise one field?

Once you decide how many fields there will be to each record, open an empty file in your word processor and begin by making the first record a heading. For example;

Title, Name, Street Address, City, State, Zip Code.

Note the commas. Note, also, the "return" at the end of the record. If you are adept at using tabs, replace the commas with tabs. It makes a neater, easier to read list. Now you can begin adding the names and addresses to fit the fields of your list. A word of caution! Once you have completed your list and before you try to do a Mail Merge, save a copy of the list. Nothing will discourage you more that to loose your list by inadvertently deleting it in a Mail Merge gone wrong.

Now let’s try a Mail Merge. Open your word processor. Open a new file by clicking File – New. The Mail Merge function is found under the Tools menu. New versions of MS Word make you go through Letters and Mailings. Click on Mail Merge and the fun begins. In Word’s Mail Merge panel, select Envelopes as the document type. Step one is Starting Document. Your Starting Document will be the empty file you just opened. Click Use the Current Document.

Step 2 is Select Recipients. (Somewhere in the process, you will see Envelope Options. Click on it and select the size of your envelope. Use "Custom" for a non standard envelope size.) Then click Next. You will notice that the recipients can come from a few places. We are starting with the list we just created, so check Use an Existing List and Browse to the list. Select the file and click Open and a Mail Merge Recipients window will open. It should have the list just as you typed it but in a table format. You can edit the table of names. When you are satisfied, click OK and go on to step 3. Click on Write Your Letter. There may be a few options, but in Word, select More Items. This is where you will arrange your fields into a good envelope address.

You will be asked to select each field and Insert it. Between inserting fields you can add spaces or commas or line returns. For example, put a space between Title and Name; a comma and space between City and State, and so on. Once you are satisfied with the arrangement of the address, try adjusting the font size, type, and color. Even if you set up the font earlier in Envelope Options, you can still change it. As in any other document, highlight the entire address, go to Format – Font and make your selections. You will then be able to approve your list (maybe the command is called Write Your Letters), preview each name, and finally Merge your "letters" to envelopes and print.

Don’t be discouraged if things don’t work the first time. Remember Help! Press the F1 key and use the index in Help to find the solution to your problem. Try to make a small run of envelopes after you type a few records into your list. Use plain paper so you don’t waste envelopes. It will be worth the effort when you see the pretty addressed envelopes shooting out of your printer.

This has taken a little longer than I first imagined. I hope it was worth it. Now I will wish you a Happy New Year. It certainly will be a happy new year if you will update your anti virus program right now