PC Training Solutions Ltd Professional Software Training and Support. Mail Merge. Microsoft Word Training Notes for.
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1 PC Training Solutions Ltd Professional Software Training and Support Mail Merge Microsoft Word 2003 Training Notes for "OverType Name" P O Box 379 Levin Tel Fax geof@pctraining.co.nz
2 Contents Mail Merge... 1 Using the Mail Merge Toolbar...1 Creating a Mail Merge...5 Type of document...5 Outlook Contacts as a Data Source...13 Creating a Data Source...15 Revert to a Normal Word Document...17 Mail Merge Error! Reference source not found.
3 Mail Merge Using Mail Merge Word allows you to create unique documents for multiple recipients from. two different sources merged together The Mail Merge consists of a main document, and a data source. The main document holds base text which will not change, and this document will become the final product. The main document also controls how Word should import text and where it should be placed with merge fields. The data source is where the recipient information is stored. This can be a table in another Word document, an Outlook contact list, an Excel worksheet or an Access database. The Mail Merge Wizard pane allows you to move through a mail merge in a step-by-step process, and allows you to create merges for letters, messages, envelopes, labels, which create a new item for each recipient; and directories or catalogues, which will create only one main document. Using the Mail Merge Toolbar To show the Mail Merge toolbar Select Tools from the main menu Select Letters and Mailings from the Tools menu Click on Show Mail Merge Toolbar to open the Mail Merge Toolbar Mail Merge 1
4 Most of the toolbar will be greyed out and inaccessible, as the Mail Merge toolbar tools only become available once a data source has been selected for the mail merge. Toolbar buttons Each toolbar button will now be identified. The Main document setup button allows you to select what type of mail merge document to create The Open Data Source button allows you to open the Open Data Source dialog box, to select a new or different data source The Mail Merge Recipients button allows you to open the Mail Merge Recipients dialog box, where specific recipients can be removed The Insert Address Block button allows you to open the Insert Address Block dialog box, to set contents and format the address block in the merged document The Insert Greeting Line button allows you to open the Insert Greeting Line dialog box, to set contents and format the greeting line in the merged document The Insert Merge Fields button allows you to add various fields to a mail merge document Mail Merge 2
5 The Insert Word Field drop-down menu allows you to add a Word field in the merged document to customise The View Merged Data button allows you to view the main document with the data source information rather than the merge fields The Highlight Merge Fields button allows you to view all of the merge fields within a document, highlighted with grey The Match Fields button allows you to open the Match Fields dialog box, to confirm that Word has connected the right database fields with the matching element in the address block and greeting line The Propagate Labels button allows you to confirm that all labels created in a mail merge hold the same content as the original The First Record button allows you to view the first recipient in the data source merged into the document Mail Merge 3
6 The Previous Record button allows you to view the previous recipient record in the merged document The Go to Record button allows you to select a specific record from the data source to view in the merged document The Next Record button allow you to view the following recipient record from the current one in the merged document The Last Record button allows you to view the last recipient record from the data source in the merged document The Find Entry button allows you to search for a record in the data source document The Check for Errors button allows you to verify that the merged document does not have any errors The Merge to New Document button allows you to finish a mail merge and place the merged documents in a new document The Merge to Printer button allows you to finish a mail merge and send it directly to print Mail Merge 4
7 The Merge to button allows you to finish a mail merge and send it directly to be ed The Merge to Fax button allows you to finish a mail merge and send it directly to be faxed Creating a Mail Merge Type of document Create the document which you wish to merge recipient information with. This can be a letter, envelope, label or . Select Tools from the main menu Select Letters and Mailings from the Tools menu Click on Mail Merge to open the Mail Merge task pane In the Select document type area, choose the type of document you wish to merge with your recipient list Mail Merge 5
8 Follow the wizard in the task pane to Step 2 Click Next: Starting document to go to the next step of the wizard When creating a letter for mail merge, you can use the open document, create a new document from a template or create a new document based on a different existing document Any selection made will have a brief definition of what the selection will do in the mail merge Follow the wizard in the task pane to Step 3 Click Next: Select recipients to go to the next step of the wizard Select the data source you wish to use If you want to use an existing list, click the Browse option to open the Select Data Mail Merge 6
9 Source dialog box Select the file that contains your list and click on Open If there are multiple pages, or tables within the data source, the Select Table dialog box will open, and you can select one or all tables available Select the required table, and click OK. This will open the Mail Merge Recipients dialog box Mail Merge 7
10 Instructions at the top of the dialog box tell you how to sort the recipient information, and select recipients by criteria, like a position or city Click the Refresh button to view the alterations made to the list. Any names which were not selected are removed from the list Once done, click OK This will return you to the task pane wizard. If you wish you can use your Outlook Contacts as your data source. At step 3, you will need to put the option onto Select from Outlook Contacts and click on Choose Contacts Folder to select the required Outlook folder. For instructions on using your Outlook Contacts, see the section on Outlook Contacts as a Data Source on page 13. If your data source does not exist at all, then you will need to create it as you go through the merge process. At step 3, you will need to put the option onto Type a new list and click on Create. Mail Merge 8
11 The following steps assume that the data source already exists. For instructions on setting up the data source, see the section on Creating the Data Source on page 15. Follow the wizard in the task pane to Step 4 Click Next: Write your letter to go to the next step of the wizard At this stage you can either write your letter omitting the data items to be inserted or pause and insert them as you write. Click to place an insertion point on the document, where you want the item to appear. To insert an Address block, click on the item in the task pane From the Insert Address Block dialog box select how you want the address or recipient name to appear Make your selections and click OK The Address block field must be inserted if Mail Merge 9
12 you want the Outlook contact name to appear in the letter. The Address block field will appear in the document To insert a Greeting Line, click on the item in the task pane From the Greeting Line dialog box select how you want greeting to appear Make your selections and click OK Mail Merge 10
13 To insert other items, click on More Items in the task pane From the Insert Merge Field dialogue box, select the item to insert and click on Insert Repeat for any other items required Follow the wizard in the task pane to Step 5 Click Next: Preview your letters to go to the next step of the wizard This task pane allows you to view each letter with the recipient information inserted into the letter. The recipient list can also be edited if required. Mail Merge 11
14 Follow the wizard in the task pane to Step 6 Click Next: Complete the merge to complete the final step of the wizard Click on Print to simply print all letters Mail Merge 12
15 Click on Edit individual letters to see all the letters in a separate merge document where you can check one or several before you send the either the whole document or part of the document to print There is no requirement to save the merged document unless you particularly need to do so as you will have both the main document and the data source stored and the merge process can simply be repeated. Outlook Contacts as a Data Source Step 3 of the wizard At Step 3 of the mail merge wizard, put the option on Select from Outlook Contacts Click on Choose Contacts Folder Where you have more than one Outlook Contacts folder, select the one to use and click on OK The Mail Merge Recipients dialogue box will appear on your screen Mail Merge 13
16 Filter and select those recipients you want if you do not want them all Click on OK You are now ready to continue with the mail merge wizard. Mail Merge 14
17 Creating a Data Source Step 3 of the wizard At Step 3 of the mail merge wizard, put the option on Type a new list Click on Create Word offers you a number of fields already set up in a form. You can add to these or delete those that you do not want. Click on the Customize button to add, remove, rename or reposition any field Mail Merge 15
18 Click on OK when finished Enter the records Enter the details for each record in the data source Use the New Entry button to create a blank form for a new record Use the Delete Entry button to remove a complete record Use the Find Entry button to locate a particular record Use the Filter and Sort button if you want only records that meet specific criteria to be used for this particular mail merge or if you want your documents and/or envelopes and labels sorted in a particular way when printed Use the View Entries buttons to look at particular records Click on Close when all records are inserted In the Save Address List dialogue box, save the data source to the required location Mail Merge 16
19 At this stage you are ready to continue with the mail merge wizard. Revert to a Normal Word Document If you have set up a main document as a mail merge document and you no longer wish it to be so, you will need to restore it to a normal Word document. Open the main document Click on the Main Document Setup button on the Mail Merge toolbar From the Main Document Type dialogue box, put the option button on Normal Word Document Mail Merge 17
20 Mail Merge 18 This will remove any link to a data source.
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