Merging MS Word with Word, Excel and Access. Basic Overview of Mail Merge in Word
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1 Merging MS Word with Word, Excel and Access What kinds of documents can I create? Form Letters You can use this basic process to create legal documents, contracts, and many other types of documents. Labels with unique information on each label such as a series or tracking number follow the instructions for creating labels. Envelopes with different names and addresses such as for clients or family members follow the instructions for creating envelopes. Catalog To print a list of information from a database such as a parts list, membership directory, or catalog follow the instructions for creating a catalog document. What types of data sources can I use? Word table:.if you haven't already stored information in a data source, Word can guide you step by step through setting up a Word table that contains your names, addresses, and other data (NOTE: <=63 records; have to use Word s field names) Excel worksheet (NOTE: first row of spreadsheet should contain generic field names) Access database ASCII text file (NOTE: first row of file should contain generic field names) Basic Overview of Mail Merge in Word 1. Mail Merge Helper (PC); Data Merge Manager (MAC) These windows guide you through organizing the address data, merging it into a generic document, and printing the resulting personalized documents. 2. Main Document: open or create a main document which contains the generic information that you want to repeat in each form letter, mailing label, envelope, or catalog. 3. Data Source: open or create a data source which contains the data that varies in the merged documents for example, the name and address of each recipient of a form letter. Insert Merge Fields in main document: these are placeholders that tell Microsoft Word where to insert data from the data source. 4. Merge Data from the data source into the main document. Each row (or record) in the data source produces an individual form letter, mailing label, envelope, or catalog item. You can send the merged documents directly to a printer, or collect them in a new document so you can review and print them later.
2 1. Click on Tools on menu bar 2. Click on Mail Merge 3. Click on Active Window PC: Specific Steps to Mail Merge 4. Click on Get Data 5. Click on Open Data Source Find you data source and open as if opening the document Click on Edit Main Document 6. A new merge toolbar will appear underneath your other toolbars 7. Click on Insert Merge Field to place data field(s) on your document as necessary NOTE: you place your merge fields in the document just as if it were the actual word(s) in that spot; such as, for an address you place your fields just as if they were the name and address with the same spacing and punctuation as if you were typing in the actual information «First_Names» «Last_Name» «Address_1» «Address_2» «City», «State» «Zip» 8. Click on the Mail Merge Helper button on the merge toolbar (Or, Click on Tools/Mail Merge/Merge) 9. A Merge dialog box appears that allows you to make choices about how the merge is going to work Merge to: New document [usual choice] Printer Records to be merged: When merging records: [usually leave what is already marked]
3 Query Options button Can sort them in a specific order as they are created/printed And/or can filter out specific records to be merged 10. When you have all your choices made, click on the Merge button 11. If you chose, New Document, you will see Word create a document with all your merged data. If the document does not appear as you expected, just close this document and make adjustments to your original form and merge options and try again. Other Options: Insert Word Field ASK FILL-IN IF THEN...ELSE MERGE RECORD # MERGE SEQUENCE # NEXT RECORD NEXT RECORD IF SET BOOKMARK SKIP RECORD IF Use Word HELP to find out the specifics about each of these options 1. Click on Help on the menu bar 2. Click on Microsoft Word Help 3. Click on Answer Wizard tab 4. Type in: word merge field 5. Double-click on Word fields for use in mail merge 6. Then you can look at each one to learn the specifics of how they work View Merged Data buttons As you are creating your form document, if you are not sure of how the information will look, you can preview a record by clicking on the View Merged Data button on the merge toolbar. The buttons to the right of the view button will show which record to use.
4 Creating Word Data Source Must be <=63 records Basic name & address type of information 1. Open Mail Merge 2. Click on Data Source 3. Click on Create Data Source If there are any field names that you do not want, click on that field in the right-hand window and then click on the Remove Field Name button You can change location of the field in the table by clicking on a field and then clicking on either the or button Click on OK when finished Click on Edit Data Source button
5 Enter information appropriately, and then click on Add New button When finished, click on the OK button
6 MAC: Specific Steps to Mail Merge 1. Click on Tools on menu bar 2. Click on Data Merge Manager 3. The Data Merge Manager window will open Under Main Document, click on Create and choose the appropriate type of document Under Data Source, click on Get Data and find your data source and open as if opening the document 4. Click on Merge Field to click & drag your data field(s) on your document as necessary NOTE: you place your merge fields in the document just as if it were the actual word(s) in that spot; such as, for an address you place your fields just as if they were the name and address with the same spacing and punctuation as if you were typing in the actual information «First_Names» «Last_Name» «Address_1» «Address_2» «City», «State» «Zip» 5. Click on the Merge button on the Data Merge Manager Merge icons: New document [usual choice] Printer Records to be merged Query Options button Can sort them in a specific order as they are created/printed And/or can filter out specific records to be merged Merge icon of your choice 6. When you have all your choices made, click on the
7 7. If you chose, New Document, you will see Word create a document with all your merged data. If the document does not appear as you expected, just close this document and make adjustments to your original form and merge options and try again. Other Options: Word Field ASK FILL-IN IF THEN...ELSE MERGE RECORD # MERGE SEQUENCE # NEXT RECORD NEXT RECORD IF SET BOOKMARK SKIP RECORD IF Use Word HELP to find out the specifics about each of these options 7. Click on Help on the menu bar 8. Click on Microsoft Word Help 9. Click on Search button on toolbar 10. Type in: word merge field 11. Double-click on Word fields for use in mail merge 12. Then you can look at each one to learn the specifics of how they work Preview button As you are creating your form document, if you are not sure of how the information will look, you can preview a record by clicking on the View Merged Data button under the Preview section. The buttons to the right of the view button will show which record to use.
8 Creating Word Data Source Must be <=63 records Have to use the preset Word fields 1. Click on Tools on menu bar 2. Click on Data Merge Manager 3. Under Data Source, click on New Data Source If there are any field names that you do not want, click on that field in the right-hand window and then click on the Remove Field Name button You can change location of the field in the table by clicking on a field and then clicking on either the or button Click on OK when finished Enter information appropriately, and then click on Add New button When finished, click on the OK button
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