Using Mail Merge in Microsoft Word in Office XP
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1 Using Mail Merge in Microsoft Word in Office XP Created by and for: Internet & Technology Training Services Information Technology Services
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3 Introduction: Using Microsoft Word in Office XP 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 assigned to a teacher. The set of information for an individual student is called a record. A Data Document is, therefore, a collection of records, each record taking up one line in a table or database. 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, MS Word 2000 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 ljz0903 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 below them in each data record. 3. Getting Started A. Open a new document B. Pull down the Tools menu to Letters and Mailings. Slide over to and click on MailMerge Wizard. The following window pane (Fig.1) will be displayed on the right side of your screen. C. Step 1. Select Letters (or another type of document or label.) D. Click Next: Starting document at the bottom of the frame.this is Step 1. E. Step 2. In the next Frame, choose your starting document. In this case you will be starting from scratch, so choose Use the current document i.e. the blank document open in the document area to the left of your screen. F. Next you need to select or create a Data Source. Click Next: Select Recipients. Figure 1. Selecting a Document Type Figure 2. Selecting a Starting Document Page 4 Internet and Technology Training Services (ITTS)
5 G. Step 3. The Mail Merge Wizard now asks you to choose or create a list of recipients. This list is the database that contains information that will be merged with your Master Document. Figure 3a Figure 3b Figure 3c Figure 3a chooses an existing list. Clicking the Browse... button allows you to search the files on your computer for such an existing list. This list could be a table created in Microsoft Word, a list created in Microsoft Excel, or a database created in Microsoft Access. Figure 3b selects a list of contacts from Microsoft Outlook Express or Microsoft Outlook Exchange.The Edit recipient list... button allows you to select certain recipients and not others. Figure 3c allows you to create a list. Click on Create... Clicking this button brings up a form that you can fill in. You can change the fields to fit your needs and collect the information you desire. In this instance we will choose to create a new list. (See Figure 4 below.) H. In the New Address List, click on the Customize button to add or eliminate fields before you start to fill in the data. See Fig. 5 Figure 5. Figure 4. Information Technology Services, Miami-Dade County Public Schools ljz0903 Page 5
6 4. Saving Data A. When you save your data, Microsoft will store it in the My Data Sources folder. See Figure 6.) B. Give your data a name that will help you recognize it. Note: the file is saved as a.mdb file or a Microsoft Data Base. Figure 6. C. After you save the data, Word will display your database in the following dialog. D. In this dialog, see Figure 7, you can sort, edit, add new entries, and choose which recipients will receive the MailMerge. E. After you click OK in this dialog, you will be returned to your document. Click Next: Write your letter in the wizard. Figure 7. Page 6 Internet and Technology Training Services (ITTS)
7 5. Creating a Master Document - Step 4 A. You will now type your master document, placing in it mailmerge fields that will contaim information from the appropriate record. The wizard will contain some of these fields. See Figure 8.) B.You will also notice another tool bar that appears above your master document. (See Figure 9.) You can use this tool bar to change your mailmerge completely. If you do not see this toolbar, go to the View menu and pull down to Toolbars. Choose Mail Merge. Main Document Setup Open Data Source Mail Merge Recipients Insert Address Block Insert Greeting Line Insert Merge Fields Figure 8. Propagate Labels Figure 9. View Merged Data Merge to New Document Merge to Printer Merge to C. Using these tools, you can create a Master Document that will have all the information you want to convey and yet have merge fields in it that will customize that information for each person you have on record. Figure 10 is an example of a letter done as a mail merge to customize it for each employee. This is the field view of the letter. Figure 10. This is the merged view of one of the letters Figure 11. Information Technology Services, Miami-Dade County Public Schools ljz0903 Page 7
8 6. Previewing the Merge (Step 5) and Making Changes A. Click Next: Preview you letters. (bottom of the wizard pane) B. The wizard will display one of your letters in merged mode. You can use the wizard to walk through your letters and check each one to see if it lays out correctly. (See Figure 12.) C. You can also make changes to your recipient list and exclude selected recipients from the total merge. D. When you have finished reviewing your letters, click Next: Complete the merge at the bottom of the wizard pane. Figure Completing the Merge (Step 6) A. You can send the merge to the printer by clicking on the Print button. B. If you wish to personalize your letters, you can click on Edit individual letters... Word will then merge your letters to a new document. Each page will be a different letter (presuming you have a one-page letter). You can then make changes to individual letters. C. When finished editing, pull down the File menu to Print as you usually do. Figure 13. Page 8 Internet and Technology Training Services (ITTS)
9 8. Changing Main (Master) Documents A. To use the same data records to make labels, press the button which is the Main Document Setup button on the merge toolbar (see page 7, Figure 9 for an illustration of this toolbar). B. This action will bring up the Main Document Choice dialog (See Figure 14). Select Labels. Click OK. C. When you click OK, Word will bring up the Label Options dialog. (See Figure 15.) Figure 14. D. Choose the label options you wish in this dialog. (see figure 15.) Choose also the type of printer to which you will be sending the labels. Click OK. E. When you click OK, the following warning (See figure 16) will appear if you have had another master document open. Click OK. Figure 15. Figure 16. F. Word for Office XP will then display a blank document that is formatted in columns so that you can set up your label. Information Technology Services, Miami-Dade County Public Schools ljz0903 Page 9
10 G. The Mail merge wizard will ask you to select recipients for these labels. The procedure is very similar to that of choosing recipients for letters. You can use an existing list (browse for it), select from Outlook contacts, or type a new list. (See Figure 17.) H. Click Next: Arrange your labels... at the bottom of the wizard pane. Figure 17. I. Lay out your label on the first label of the sheet. J. For address labels, insert the address block (See Figure 18) into the first label. You can even include a graphic or a piece of clip art if you wish. K. You can include a postal bar code if you wish (a great idea!). L. NOTE: Once you have the first label the way you want it, you must replicate that layout to all the other labels by pressing the Update all labels button or pressing the button on the Mail Merge Toolbar. (See Figure 9 on p. 7.) Figure 19. Figure 18. Page 10 Internet and Technology Training Services (ITTS)
11 M. The labels now all have the same layout. (See Figure 20.) N. Click Next: Preview your labels... at the bottom of the wizard pane. Figure 20. O. Your labels will now appear the way they will when you print them. P. You can save this Main Document so you can use it again. You may want to give it a file name that indicates Figure 21. the type of label your have set up. NOTE: Be sure to buy labels to match your printer, i.e. Ink Jet or Laser. Since the Laser printer is hot, the regular labels may peel off on the way through the printer! 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 you don t, your envelopes may seal as they go through your printer. A. Open a new document. B. Pull down the Tools menu to Letters and Mailings. Slide over to and click on MailMerge Wizard. C. Select Envelopes as the document type. Choose Next: Select Starting Documents at the bottom of the wizard pane. D. Click on Envelopes Options... and select the Envelope Options and the Printing Options. (See Figures 22 & 23 next page.) Information Technology Services, Miami-Dade County Public Schools ljz0903 Page 11
12 Figure 22. Figure 23. E. Click on Next: Select Recipients... at the bottom as you did for the letters and the labels. F. Click Next: Arrange your envelope... at the bottom and insert the return address and the address fields on the envelope. Include the Postal Bar Code. G. Click Next: Preview your envelopes... at the bottom of the pane and make any changes you want to make. H. Click Next: Complete the Merge... at the bottom of the pane, editing any individual envelopes and, finally, printing the envelopes. Note: If you are an employee of Miami-Dade County Public Schools, you can register for classes held at the Training Center, S. W. 26th Street (Coral Way), Monday through Friday, 8:15 a.m. - 4:30 p.m. Registration is through the on-line registration system available through the home page of ITTS (Information and Technology Training Services) at The Calender of available classes is also available on this site. For Information, call (2). Page 12 Internet and Technology Training Services (ITTS)
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