Mail Merge For Word 2013
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1 Mail Merge For Word 2013 Copyright 2015, Faculty and Staff Training, West Chester University. A member of the Pennsylvania State System of Higher Education. No portion of this document may be reproduced without the written permission of the authors. For assistance, contact the IT Help Desk, x3350
2 CONTENTS Contents... 2 Introduction... 3 Getting Started... 3 Select Document Type... 4 Letters... 4 Select starting document... 4 Select Recipients... 5 Edit the Recipient List... 8 Writing Your Letter... 9 Formatting the Address Block... 9 Preview Your Letters Envelopes Select Document Type Select Starting Document Select Recipients Arrange Your Envelope Preview Your Envelopes Labels Select Document Type Select Starting Document Select Recipients Arrange Your Labels Preview Your Labels Tips from the Training Staff Tip #1: Tip #2:
3 INTRODUCTION The Mail Merge Wizard for Word 2013 allows you to create a list of mailing addresses and other information in a data source and then merge them into a standard document file that is referred to as the main document. Microsoft Word can combine or merge lists of variable information in one file (data source) with a Word document to individualize form letters and envelopes. GETTING STARTED 1.) Choose the MAILINGS tab on the Ribbon Bar. 2.) Choose the icon that says Start Mail Merge. 3.) For the purpose of this manual, choose the Step-by-Step Mail Merge Wizard. 4.) Once you click, the wizard will open up a task pane on the right side of the screen. NOTE: Notice that as you move forward along in your mail merge, the ribbon bar also changes. You can actually perform your merge from the task pane on the right-hand side of the screen OR right on the Ribbon itself. 3
4 SELECT DOCUMENT TYPE The first step, regardless if you choose the step-by-step option or not, is to choose what kind of document you want to produce in mail merge. The letters option allows you to create personalized letters for mass mailings. The messaging options allow you to create personalized s for mass ings. The envelope option allows you to print addressed envelopes for a group mailing. The label option allows you to print address labels for a group mailing. The directory option allows you to create a single document containing a catalogue or printed list of addresses. LETTERS 1.) When you are in step by step mode for letters, you will see a hyperlink at the bottom of the task pane 2.) Click Next: Starting document to continue onto the next step. 3.) Once you click on the hyperlink, you will be brought to the select starting document task pane. SELECT STARTING DOCUMENT The second step in the mail merge process is to select where you want to create your starting document. Word offers the following options: This allows you to start from the document that is already open. Be aware that this option is not available for envelopes or labels. This allows you to start from a ready-to-use template that can be customized to suit your needs. This allows you to start from a document that has already been created and saved on your computer. Please select, for this manual, Use the current document and click on Next: Select recipients to continue onto the next step of our sample mail merge 4
5 SELECT RECIPIENTS The third step in the mail merge process is to select a list of recipients. You can chose from the following options: Here you will use the names and addresses that are already saved on your computer from other databases like Access and Excel. This will allow you to select names and addresses from an Outlook contacts folder. This will allow you to type the names and addresses of the recipients. Note: You can also select your recipients from the Ribbon Bar. Under the Start Mail Merge Group, select Select Recipients. The same options that appear on the task pane now appear available on your Ribbon Bar as well. The following image is a comparison of both ways you can select your recipients. Mail Merge Wizard Task Pane Ribbon Bar 5
6 Select Type a New List in either of the above examples in your document to insert your recipients into your mail merge. Now, click the hyperlink titled Create and the following window will appear: Here you will create your list of recipients. To create your list, follow these steps: 1) First you will need to click on Customize Columns to customize the address list. Please delete the following entries by clicking highlighting them, then clicking the delete button on the right. Home Phone Work Phone We are deleting these entries because they are usually not needed on a letter or envelope. 2) Click OK. 3) Enter the following names on the list one by one. After the first one is entered, click on New Entry (upper left hand corner) to add another entry into the address list. 6
7 Mr. David Judge 155 S. New Street West Chester, PA United States Mr. Peter Lennon 36 Spice Court Downingtown, PA United States Mrs. Carole King 5988 Larkspur Lane Phoenix, AZ United States Ms. Pamela Allen-Brown 4774 Steel Mill Road Apartment 25 Claymont, DE United States Dr. William Petit 900 Lookout Court Denver, CO United States Dr. Sandra Carpenter 101 Drummers Lane PO Box 4001 STN A Victoria BC V8X 3X4 drsandy@aol.com 4) Once you have finished the list, click OK. 5) Now you will be prompted to save the address list. Name the file address1 and click Save. 6) You will be brought into a recipient table: 7) Press OK after you review your list. 8) Now select Next: Write your letter to continue onto the next step. 7
8 EDIT THE RECIPIENT LIST If you need to edit your recipient list, click the file name (circled). The Edit and Refresh buttons will be activated. Click the Edit button to make changes. When you are finished, click the OK button to save your changes. 8
9 WRITING YOUR LETTER Now is the time to write the letter. Please note: to enter in the address block and greeting line, select Address block and Greeting line from the mail merge task pane and the choose the desired style. Be sure to select Always include the country/region in the address. To insert the First Name merge field, click on More items from the mail merge task pane, select first name and click the Insert button. Notice the Ribbon Bar contains the same options. Ribbon Box FORMATTING THE ADDRESS BLOCK Please note: When you click on the hyperlink Greeting line you will be given options of salutations to choose. 9
10 Now, please write the following letter: ««AddressBlock»» ««Greeting Line»» This letter is to inform you that you are a finalist in our Grand Prize Sweepstakes Drawing. The drawing will take place on Saturday, November 5, You do not have to be present to win but it would be so exciting, «FirstName», if you were here when we select the winner. I hope you will join us on November 5 th!! Sincerely, The Game Master 10
11 PREVIEW YOUR LETTERS Now that you have finished typing your letter, click on Next: Preview your letters in the mail merge task pane to get a preview of your letters with the recipients names in the merge fields. You will also have the option to exclude a recipient. You can view the letters one by one. To see a preview of the rest of the recipients, use the arrows seen below to scroll through the remaining recipients. You can also preview your letters from the Ribbon Bar as well. Under the Preview Results group on the Ribbon Bar, you can easily sort through and preview your letters. Once the letters have been previewed, click on Next: Complete the merge in the task pane to complete the merge. You can also complete the mail merge under the Finish Group on your Ribbon Bar. Once you have completed the merge, simply click on Print in the mail merge task pane to print out your letters. You can also edit individual letters by clicking on the hyperlink Edit individual letters in the mail merge task pane. Editing individual letters will open a new window and you will be able to go through your letters one by one. 11
12 ENVELOPES SELECT DOCUMENT TYPE Like before, the first step in the mail merge pane will be selecting a document type. Instead of choosing Letters, you will choose Envelopes and click Next: Starting document. SELECT STARTING DOCUMENT Unlike with the Letters, you will not have the option to stay in the document as is. Instead, when you are selecting your starting document for an envelope: 1. Change document layout (if you already have something saved, you can start from that existing document). 2. Click the hyperlink that says Envelope options and the following window will open: 3. Within the Envelope Options window, select the envelope size desired. For this manual, please go with the default size. 12
13 SELECT RECIPIENTS Since we created a recipient list for the letters, you can use that same recipient list again for the envelopes. 1. Select Use an existing list, then to find your list click on Browse and the following window will open: 2. Find your recipient list and click on Open. Remember, you can also perform this task action by looking to your Ribbon Bar for the step by step mail merge process. 3. Once you click on Open, the following window will open so you can confirm and edit your list of recipients. 13
14 4. Click OK once you are satisfied with your recipient list. 5. Then click on Next: Arrange your envelope in the mail merge task pane. ARRANGE YOUR ENVELOPE This is when you lay out your envelope. To add recipient information to your envelope, click the desired location. For this manual, I am going to put the address block in the center, as seen here: Please note: For our sample merge, be sure to follow the same steps as before in entering the Address Block. 14
15 PREVIEW YOUR ENVELOPES Once you have finished setting up your envelope: 1. Click on Next: Preview your envelopes in the mail merge task pane. You can view your envelopes one by one. 2. To see a preview of the rest of the recipients, use the arrows seen below to scroll through the remaining recipients. Remember, you can also preview your envelopes from the Ribbon Bar as well. Once you have previewed your envelopes: 1. Click on Next: Complete the merge. 2. Once you have completed the merge, simply click on Print in the mail merge task pane to print out your envelopes. 3. To print your envelopes, you will have to manually feed them into your printer. You can also edit individual envelopes by clicking on Edit individual envelopes in the mail merge task pane. Note: Editing individual envelopes will open a new window and you can go through your envelopes one by one. 15
16 LABELS SELECT DOCUMENT TYPE Like before, the first step in the mail merge process is selecting a document type. Instead of choosing Envelopes, choose Labels and click Next: Starting document. SELECT STARTING DOCUMENT When selecting your starting document: 1. Select Change document layout, click on Label options and the following window will appear: 2. Within the Label Options window, please select the desired size of your labels. 16
17 SELECT RECIPIENTS 1. Since we created and saved a recipient list before, select Use an existing list. 2. To find your list, click on Browse and the following window will appear: 3. Find your recipient list and click on the Open button. 4. Once you click on Open, the following window will open so you can confirm and edit your list of recipients. 17
18 5. Click OK once you are satisfied with your recipient list. 6. Then click on Next: Arrange your labels in the mail merge task pane. ARRANGE YOUR LABELS This is when you lay out your labels. To add recipient information to your label: 1. Click the desired location in the document, but be aware Next Record will appear as well. Once you have set-up your first label: 1. Click on Update all labels (underneath Replicate labels on your mail merge task pane) to give all of your labels the same layout. PREVIEW YOUR LABELS Once you have finished setting up your label: 1. Click on Next: Preview your labels in the mail merge task pane. 2. Here the Next Record label will disappear. 3. You can also view the labels one by one. To see a preview of the rest of the recipients, use the arrows seen below to scroll through the remaining recipients. Once you have previewed your labels: 1. Click on Next: Complete the merge. 2. Once you have completed the merge, simply click on Print in the mail merge task pane to print out your labels. 3. You can also edit the individual labels by clicking on Edit Individual labels in the mail merge task pane. 4. Editing individual labels will open a new window and you can go through your labels one by one. 18
19 TIPS FROM THE TRAINING STAFF TIP #1: To make your merge easier for you to manage and work with, we recommend creating your list of recipients in an Excel spreadsheet or an Access database. By doing this, you will always have access to certain spreadsheets or databases containing specific recipients. You can also save these spreadsheets or databases according to the population of recipients that you are working with. Also, it makes it easier for you to actually go into the spreadsheet or database while working on a Mail Merge, make changes to your recipients and save your spreadsheet or database with the updated information. TIP #2: After you have selected the recipient list you plan on using in your Mail Merge, it is essential that you use the Match Fields button on the Ribbon Bar to make sure that all your fields in your recipient data source (Excel Spreadsheet or Access Database) are appropriately matched with the fields in your mail merge document. Matching your fields involves you looking through all the fields you decided to include in your recipient data source and compare/match them to the fields in your Mail Merge document. Match Fields look like this: To match a field, go to Write and Insert Fields group then Match Field, then the value you want to select. In the Match Fields dialog box, click the arrow of the field you want to match and select the field in your data file that you want to match to the Word field name. You can do this as many times as you need to in order to match all the fields you want to include. If you plan to use this data file regularly in different merges, click the Remember this matching for this data source on this computer check box to save the settings. Click OK to save your changes. 19
20 NOTES: 20
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