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1 Using Mail Merge in Microsoft Word 2000 Created by and for: Internet & Technology Training Services Information Technology Services

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3 Introduction: Using Microsoft Word 2000 s Mail Merge feature, you can create form letters, mailing labels, name tags, and a host of other personalized documents. Each copy will contain customized information for each recipient. To perform a merge, you must have a Data Document and a Master Document, then merge the two documents. Hence the name mail merge. You can use the same Data Document with several different Master Documents; you can use the same Master Document with several different Data Documents as long as the field names are the same. 1. The Theory of Mail Merge A. Data Document - This document is a collection of the same information about a number of different items. E.g. it may contain the identification number, first name, last name, address, etc. of all the students a teacher has. The set of information for an individual students is called a record. A Data Document is, therefore, a collection of records. You can use files in the following formats as Data Documents, if you included the appropriate converter when you installed Word: ASCII text files Microsoft Word for the Macintosh versions x Microsoft Word versions for MS-DOS- Microsoft Excel versions x WordPerfect versions 6.x for MS-DOS and 6.x for Windows Lotus versions 2.x 4.x Other converters can be obtained from Microsoft s pages on the World Wide Web. B. Master Document - This document is similar to a regular word-processing document, except that is has fields in the text to contain information that changes. These fields are filled in by the merge with information from the appropriate records in the Data Document. Master Document Data Document Customized Individual Documents Information Technology Services, Miami-Dade County Public Schools ljz0702 Page 3

4 2. Creating a Data Document - Every document contains the following elements: Data Record... A collection of related information. Field... A single piece of information in a record. Field Names... The fields described in the header row. Field names must have no spaces and... must start with a letter. Header Record... The first row in the record. The header record (row) contains field names... that describe the information in each data record field. 3. Getting Started A. Open a new document B. Pull down the Tools menu to Mail Merge. The following window will be displayed. C. Click on, then select Form Letters. D. In the window that pops up, select the button. This means the Active Window will be your Main or Master document. E. Next you need to select or create a Data Source. Click on the button on the Mail Merge Helper window. Click on Create Data Source. (See right). F. Mail Merge displays the Create Data Source window to help you create the Header Row or the categories of information that you are going to collect. You will delete the field names you do not want and you will add other field names that you may need. NOTE: All field names must begin with a letter and must NOT contain spaces. E.g. FirstName is typed without a space between First and Name. G. As you add field names, they will be added to the end of the list. To move them to a new position, click on the field once and then use the large arrows to the right to move the field up or down in the list. Page 4 H. When you have the fields you need, click on the OK button. The Save As... window will be displayed prompting you to save your data source. Give it a significant name (up to 255 letters counting spaces). Internet and Technology Training Services (ITTS)

5 4. Entering Data A. When you have saved the data source, the dialog shown at the right will appear. Click on the Edit Data Source button and the following Data Form will be displayed. B. Data Form Enter data into the form pressing the Enter key after each entry. When you finish one record, the form will automatically display the blank for the next record. When you have finished entering ALL the data, click OK. Last Record Prev. Current Next Last record 5. Creating a Master Document When you finish creating records, Word will return you to your main or master document. You will notice an additional toolbar like the one pictured below. Create your document inserting fields. These tools are used to insert fields into the master or main document that will be filled in with information from the data source or the computer. Toggles between displaying the info or the fields Mail Merge Helper Checks for errors Types of Merges Allows editing of the data source Information Technology Services, Miami-Dade County Public Schools ljz0702 Page 5

6 6. Performing the Merge A. When you are ready to actually merge the two documents, press the button on the toolbar and the Merge window will appear. B. In the Merge to: section, choose New Document, Printer, or Electronic Mail. C. All the records can be merged or only a range of records. D. When performing the merge, you can set it up so that Word will not print blank lines when fields are empty. E.g. in an address. E. To merge, simply click the Merge button. The merged documents will be sent directly to the printer, will appear as separate pages in a new document, or will go out as electronic mail. NOTE: If you are new to this procedure, merge your records to a new document so that you can check the accuracy of your merge. If you find mistakes, you can delete this document, make corrections, and then re-do the merge. 7. Setting Query Options A. To see only selected records, Click on the button and the window to the right will be displayed. B. Set these options by picking a field on which to select records; typing a comparative value in the Compare to: box; and then selecting the proper comparison from the Conparison: drop-down menu. The filter options shown above will display only the records for those students whose third period grade is less than or equal to 75. C. Clicking the Sort Records tab and setting the options shown, will result in the files being sorted alphabetically under each Zip code in order. Users can sort on up to three fields in either ascending or descending order. Page 6 Internet and Technology Training Services (ITTS)

7 8. Changing Main (Master) Documents A. To use the same data records with a different master document, call up a new document, and select Mail Merge from the Tools menu. (See p.4) B. Click on the Create button and select the type of document you wish to create. E.g. mailing labels. C. Click on the Active Window button. D. Click on the Get Data button. E. Select Open Data Source, and select the data file from this window. (You may have to navigate to another folder to find it if you have stored it in a folder of its own.) F. Word2000 will inform you that you need to set up the Main Document. Click on that button. G. If you are making labels, then the Label Options window (shown at right) will appear. In this case we have selected the Name Badge from the list of Avery Standard products. The label information will display the dimensions of the product selected. H. Click OK when you have made your selections. I. The Create Labels window will appear as at right. J. Using the Insert Merge Field button, insert the FirstName and the LastName fields on separate lines in the Sample label: area. K. Click OK and you will be returned to the Mail Merge Helper. L. In the Main Document section, click on the Edit button and choose the current document. M. You can now change the size of the type, change the alignment of the text, add graphics, etc. N. When you are ready to print, merge to a new document and check how the final outcome looks. O. When you are finished, you can delete the merged document. P. You can save this Main Document so you can use it again. You may want to give it a file name that indicates the type of label your have set up. Information Technology Services, Miami-Dade County Public Schools ljz0702 Page 7

8 9. Addressing Envelopes with Mail Merge You can either create mailing labels as in the previous section, or you can run the envelopes through your printer. NOTE: If you have a laser printer, make sure you buy envelopes that can be run through a laser printer. It is hot inside the fuser (last stage of printing with a laser). If not, your envelopes may seal as they go through your printer. A. Open a new document. B. Select Mail Merge from the Tools menu. C. Click on Create and select Envelopes. D. Select Active Window. E. Click on Get data; select Open data source; choose the data source you want. F. When prompted, click on Set up main document. G. The Envelope Options window will appear.(see at right.) H. Select the Envelope Options for the size of envelope you are using. I. Select the Printing Options for your printer. J. Click OK and the Envelope Address window will appear. K. Using the Insert Merge Field button, create the address for the envelope. NOTE: You can set up a bar code by clicking on that button and following the prompts. L. Click OK and you will be returned to the Mail Merge Helper. The Main Document will change to the shape of the envelope. If you wish to edit the envelope further, place a graphic on it, or make a change in the return address, click on the Edit button in the Main Document section. M. You can now merge to a new document and check how all your envelopes look, or you can load the envelopes in your printer (see its manual) and merge directly to the printer. Page 8 Internet and Technology Training Services (ITTS)

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