View Full Version : Gopher Training Class

11-18-2004, 11:34 AM
Welcome everyone to the Gopher training class. Our topic is using Gopher along with the mail merge feature in Microsoft Word.

You can use Mail Merge to create customized letters, flyers or create envelopes. Please note that your invoices are designed to be used with cleared windowed envelopes, so this procedure would not be needed for invoices.

In this example we will create envelopes to send out flyers or newsletters.

All are welcomed to ask questions or post answers. Please share with us how you use Gopher with mail merger.

11-18-2004, 11:39 AM
Step 1. At the top left of your screen in Gopher, click on File then Export Customer List.

11-18-2004, 11:40 AM
Step 2. Choose where you want to save your customer list exported txt file. Save it somewhere you can easily find it.

11-18-2004, 11:41 AM
Step 3. In Microsoft Word, click File at the top left of the screen then New.

11-18-2004, 11:41 AM
Step 4. Choose Envelope Wizard.

11-18-2004, 11:42 AM
Step 5. Choose create envelopes for a mailing list.

11-18-2004, 11:43 AM
Step 6. Choose Get Data.

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Step 7. Choose open data source.

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Step 8. Choose to open the txt file you had created from Gopher.

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Step 9. Click on Set Up Main Document.

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Step 10. Choose appropriate settings and click ok. For our example, we didn't need to change any settings.

11-18-2004, 11:48 AM
Step 11. Click on the button Insert Merge Field.

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Step 12. Add the fields you want displayed in your address. The first will be Display Name.

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Step 13. You will then see the display name tag appear.

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Step 14. Continue to add fields, use the enter key to create a new line for Street 1. Use the comma key to insert a comma after the city tag. When you are completed, your's should look like this example.

11-18-2004, 11:53 AM
Step 15. When you are completed, your envelope will look like this.

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Step 16. Click on the View Merged Data button to see your envelopes with actual data.

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Step 17. You will see your data appear.

11-18-2004, 11:56 AM
Step 18. You can use the arrow buttons to view the data before and after the current record shown.

11-18-2004, 11:58 AM
Step 19. When you are satisfied with your results, print your envelopes.

12-02-2004, 11:21 PM
I made it to STEP 6 and i didnt know what to do from there, lol ...

I dont have that option like you guys do in STEP 6 .. I am using MS WORD XP

12-02-2004, 11:38 PM
I think that MS word you guys showed in the training class is like WORD from AGES ago!

12-03-2004, 09:52 AM
Cool, been lookin to do this and now it was easier. As far as the
Word program being from ages ago... I have Office 2000 which is what.. 9. somthing and it works fine from the examples given.

12-03-2004, 11:38 AM
Hi alpine692003,

Have you figured step six out yet? Did you find a way to choose the data?

12-12-2004, 12:08 AM
Nope, I can't figure out step six..

01-27-2005, 08:58 PM
Hey Alpine did you ever figure this out? I was looking at doing some mailings and I must have the same version of word as you. So this is what I see : Open Word go to tools/click on letters and mailings/click on mailmerge wizard/click on starting document/click on envelope options then just keep folowing the directions in mailmerge

01-31-2005, 08:46 AM
Hi Hydrogreen,

Maybe this will help?

<h3>Before Starting</h3>

Make sure you are using Microsoft Office XP </p>

Open Microsoft Word.

Go to the Help menu and select About Microsoft Word.
In the About Microsoft Word window it will tell you what version of Word is installed on your computer. It should say Microsoft Word 2002.



<h3>Creating a Mail Merge Letter with a New Data Source</h3>

1. Open Microsoft Word 2002.

2. Go to the Tools menu &gt; Letters and Mailings &gt; Mail Merge Wizard. If the task pane was closed, it will open the Mail Merge task pane.


Step 1: Select Document Type </p>

Select Letters under Select document type.


At the bottom of the Mail Merge task pane, click Next: Starting document. Note that currently we’re in Step 1 of 6 and the wizard will guide us through all the steps. You can click on these links throughout the process
to go back and forth between the steps.

<p name="ExistLet"><a name="ExistLet"></a>Step 2: Starting document</p>

Choose Start from existing document. Once you select this option, the task pane will change slightly.

Click on the Open button and search for the already existing document. A new Open window will appear. find your already existing letter. We recommend including the letters MM in the file name so it is easily identifiable as a mail merge document.
Click Open to open the file you have selected.


Click Next: Select recipients. Note that you can always go between steps by clicking on the Next and Previous links at the bottom of the task pane.

<a name="NewData"></a>Step 3: Select Recipients </p>

Select Type a new list. The task pane will slightly change.

Click on Create... in the task pane to begin adding your recipients.


In the New Address List window, Word will already have the most common fields available for you.


If you want different fields, click the Customize button.
In the Customize Address List window, you can add and delete fields as you like. Add some fields by clicking the Add… button, entering a name for the field and clicking OK.

Once you are done customizing the fields, click OK to return to the New Address List window.

Enter the information for the first recipient. Once you are done, click on the New Entry button to enter the information of the next recipient. Repeat until all the recipients are entered.
To move between the entries/recipients, click on Next and Previous in the View Entries area.

Once you are done entering information for each recipient, click Close.

You will be prompted to save your recipient database in the Save Address List window. We recommend including the word data in the file name so it's easily identifiable as the data source file for the mail merge.

Note: Microsoft Word will only allow you to save your data file as a .mdb file. However, you can open this file in Microsoft Excel and save it as an Excel spreadsheet if that is your preference.

Click Save. A Mail Merge Recipients window will appear.


Here you can view all your recipients and decide to whom you would like to send the letter. You can use filters, sort and organize your recipients by clicking on the black triangles in the header fields. Click OK.

Click Next: Write your letter at the bottom of the task pane.

Step 4: Write Your Letter</p>

Since you already have a written letter, all you need to do is insert the appropriate fields where you would like them. Click once in the location in your document you would like the first field.
You can use the categories such as Address block if they are convenient for you. However, you may need to match certain fields to the ones in your data source if they are named differently than Word's field names.


Click More items…to find your exact fields as you named them, especially the customized ones in your data source file.
In the Insert Merge Field window, make sure Database Fields is selected in the Insert section.


Under Fields you should see all the fields in your database. Select the ones you want and click Insert. Then click Close. Click in the next area you would like to insert a mail merge field. Repeat these steps until you have inserted all your fields.
Adjust and format your fields as you would like the text to appear in your letter.

Click on Next: Preview your letters at the bottom of the task pane.

Step 5: Preview your letters</p>

Step 5 will show you a preview of only one recipient letter. To preview the letter of another recipient, click on the arrows in the upper portion of the task pane under the Preview Your Letters heading.


Check to make sure that the fields are properly placed and formatted. If they aren’t click on the Previous: Write your letter link at the bottom of the task pane to make modifications. At this step, you are also given the opportunity to change your recipient list if necessary by clicking on Edit Recipient List...
on Next: Complete the merge at the bottom of the task pane.

Step 6: Complete the Merge</p>

You are ready to complete the merge!


If you wish to view all the mail merged letters before printing them out, click on Edit Individual letters….

In the Merge to New Document window, select which recipients/records you would like to merge and click OK.


A new document will appear called Letters1.
You can use the scroll bar to see all the letters. However, please note at the bottom of the window that no matter how far you scroll down, it says Page 1. This means that if you send this document to the printer, it will print every single letter without giving you the option to select certain recipients. This is why it is necessary to select recipients during the merge.

Once you have verified that your letters are correct, go to the File menu &gt; Print to print them out.

You can also choose to print your letters without looking at them again from Step 6. Click on Print...

Save the Merged Letters</p>

Under most circumstances, you do not need to save the merged document, Letters1. It is simpler and more useful to save the main document and merge it again if you need another copy. Below are examples of times when you might wish to save the merged document:</p>
You wish to keep an archived copy of mailings, including to whom they were sent.
You have personalized individual letters within the merge, and want to save those changes.

If you do wish to save the merged document, collect the merged files into a single document by clicking Edit individual letters. In the Merge to New Document window, select one of the following:</p>

To merge all the documents, click All.
To merge only the document that you see in the document window, click Current record.
To merge a range of documents, click From, and then type the record numbers in the From and To boxes.


Click OK.</p>

Microsoft Word will open one new document that contains all the individual letters. Save the document just as you would any regular document.</p>