How to create a handy Microsoft Word database

Not only can you use this for your graphicsherri cards, but it will be quite helpful for your wedding invitations, keeping track of response cards, seating arrangements, meal selection, gift records, and more!

Hold on to your database...you will be glad you did when it comes time to send out holiday greetings, birth announcements, moving information...

1. Launch Microsoft Word. If no blank page appears, create a new document (File<New).

2. Go under Tools<Mail Merge. You will bring up a dialogue box called Mail Merge Helper.

3. Under Main Document, click "Create" and pull down to catalog. (It doesn't really matter which selection you choose for this...we are not really creating the document at this time, just the database. But Word insists you have a reason to create your database. Later on, you'll be able to use this feature to create letters, envelopes, a simple listing of names and addresses, labels, etc.) You will get a choice: New Main Document, Active Window, or Cancel. Choose Active Window.

4. Click Get Data Source, and pull down to Create Data Source. A new dialogue box will pop up, allowing you to set up your database fields. Scroll through the available fields, and click "remove field name" for those fields you do not want. When you are finished, click OK and give your database a name with the extension .doc. Put the file in a place where you will be able to find it again later!

5. After you name the database, Word will inform you that there is no information in the data source. It will ask if you wish to edit your main document or your data source. Click edit data source. A dialogue box with your fields will appear, and you may now start typing away! For each of your guests (households, that is...ex: Mr. and Mrs. John Smith would be one record, even though they are two guests), fill in each field. Every time you hit return you will move to the next field, or the next record, if you are at the end of a record.

6. If you accidentally close your data source while you are entering information or need to get back into it after you've closed it, click on the icon featuring a blue and gray grid and a pencil. (Says edit data source when you hold your mouse over it without clicking).

7. In order to save your database entries, you need to close the main document. Word will inform you that you have not saved your data source, and ask if you want to. Click yes.

Congratulations! You now have a great database.