1. Microsoft Word 2010 - Illustrated
Unit H: Merging Word Documents

2. Objectives Understand mail merge Create a main document
Design a data source
Enter and edit records
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3. Objectives (continued)
Add merge fields
Merge data
Create labels
Sort and filter records
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4. Understanding Mail Merge
With mail merge you merge a standard Word document with a file that contains customized information for many individuals or items
The standard document is the main document
The file with the unique data is the data source
Use Mail Merge task pane or the commands on the Mailings tab
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5. Understanding Mail Merge (continued)
Main document contains boilerplate text and merge fields
Boilerplate text appears in every version of the merged document
A merge field indicates where the data from each record should be inserted when you perform the merge
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6. Understanding Mail Merge (continued)
A data source contains data fields and data records
A data field is a category of information
E.g., last name, city, postal code
The names of the data fields are called field names
A data record is a complete set of related information for an individual or item
E.g., one person’s name and address
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7. Customized information
Field name
Data record
Data source document
Main document
Merge fields
Merged document
Boilerplate text
Customized information
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8. Creating a Main Document
The Mail Merge task pane walks you through the steps to perform a merge
Click the Mailings tab, click the Start Mail Merge button, then click Step by Step Mail Merge Wizard
Step 1: Select document type (e.g. letters)
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9. Creating a Main Document (continued)
Step 2: Select starting document (the main document)
Create from scratch
Save an existing document as a main document
Use a mail merge template
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10. Creating a Main Document (continued)
Using a mail merge template:
If you are creating letters or faxes, you can use a mail merge template to start your main document
To use a template, click the Start from a template option button in the Step 2 of 6 Mail Merge task pane, then click Select template
Select Template dialog box opens
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11. Designing a Data Source
Step 3: Identify the data source
Data source file contains the information used to customize each version of the merge document
You can use an existing data source, use a list of Microsoft Outlook contacts, or create a new data source
To create one, you determine the fields to include and then add the records
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12. Designing a Data Source (continued)
Use the New Address List dialog box to design a new data source and enter records
Add and remove fields
Enter data for first record
Column headings are field names
Click to modify fields
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13. Designing a Data Source (continued)
Use the Customize Address List dialog box to add, delete, rename, and reorder the fields in the data source
Fields in the data source
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14. Designing a Data Source (continued)
Merge a main document with an Outlook contact list
Click the Select from Outlook contacts option button in the Step 3 of 6 Mail Merge task pane
Then, click Choose Contacts Folder to open the Choose Profile dialog box
Select a profile to open the Select Contacts dialog box
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15. Entering and Editing Records
Each record includes the complete set of information for each individual or item you include in the data source
Data for first record
Add a new record
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16. Entering and Editing Records (continued)
Use the Mail Merge Recipients dialog box to sort and filter records, and to select the recipients to include in the mail merge
Click to include all records in the merge
Records
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17. Entering and Editing Records (continued)
Use the Edit Data Source dialog box to edit and remove fields and records
Type edits directly in the record
Search for a record
Click to delete the selected record
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18. Adding Merge Fields Step 4: Write your letter
Write or edit the boilerplate text and insert merge fields
Chevrons (<< and >>) surround a merge field to distinguish it
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19. Adding Merge Fields (continued)
Merge fields are placeholders for text that is inserted when main document and data source are merged
Names must correspond to the fields names in data source
Use Mail Merge task pane or Address Block, Greeting Line, and Insert Merge Field buttons in the Write & Insert Fields group (Mailings tab)
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20. Adding Merge Fields (continued)
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21. Adding Merge Fields (continued)
Use the Insert Address Block dialog box to specify the fields to include in an address block
Formats for the recipient’s name
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22. Adding Merge Fields (continued)
Matching fields:
Merge fields inserted in main document must correspond with field names in associated data source
If using Address Block merge field, you must make sure that the default address field names correspond with the field names used in the data source
Use Match Fields dialog box
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23. Merging Data Step 5: Preview your letters Step 6: Complete the merge
Before merging, preview merged data for accuracy
Use the task pane or the Preview Results button (Preview Results group, Mailings tab)
Step 6: Complete the merge
Choose between merging to a new file or to a printer
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24. Merging Data (continued)
Go to Record text box
Data from the data source replaces the merge fields
Next Recipient button
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25. Creating Labels
Use Mail Merge task pane or commands on Mailings tab to create labels or print envelopes for a mailing
Select a standard label or envelope size to use as the main document
Select a data source, then insert merge fields in the main document
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26. Creating Labels (continued)
Click Labels in the Start Mail Merge group to open the Label Options dialog box
Select a label size, vendor, and type, and specify the type of printer you will use
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27. Creating Labels (continued)
Label brand
Description of selected label product
Label product numbers
Click to preview or adjust the label measurements
Click to create labels with custom measurements
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28. Creating Labels (continued)
Table format matches layout of labels
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29. Creating Labels (continued)
Printing individual envelopes and labels:
Use Mail Merge or commands in Create group on Mailings tab
Use the Envelopes and Labels dialog box
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30. Sorting and Filtering Records
Sorting records determines the order in which the records are merged
Filtering pulls out the records that meet specific criteria and includes only those records in the merge
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31. Sorting and Filtering Records (continued)
Use the Mail Merge Recipients dialog box to sort and filter a data source
Click a column heading to sort the records
Click a column heading list arrow to filter the records
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32. Sorting and Filtering Records (continued)
Labels are sorted first by zip code, and then by last name
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33. Sorting and Filtering Records (continued)
Inserting individual merge fields:
Click the Insert Merge Field list arrow in the Write & Insert Fields group then select the field name
Or, click the Insert Merge Field button to open the Insert Merge Field dialog box
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34. Summary
Perform a mail merge by merging a main document with a data source
The main document contains the standard information
The data source contains the customized information
Mail Merge task pane walks you through the mail merge process
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35. Summary (continued) Create a main document and insert merge fields
Design a data source and enter records
Sort and filter records
Preview and complete a merge
Create mailing labels and print envelopes
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