Microsoft Word 2010 Lesson 10 Brandy Frazier – Southern Nash High School – Nash County.

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Presentation transcript:

Microsoft Word 2010 Lesson 10 Brandy Frazier – Southern Nash High School – Nash County

Learning Objectives 1 Understand and Use Mail Merge 2 Select and Edit a main document 3 Create a source document 4 Preview, Complete, and Compare Merges 5 Manage tracked changes Students will be able to do the following on completion of this lesson.

What is Mail Merge? Mail merge provides the ability to send a single document to a list of people without recreating the document for each recipient. MERGE – combine elements of at least two documents into one. Examples: A set of labels or envelopes - The return address is the same on all the labels or envelopes, but the destination address is unique on each one. A set of form letters, messages, or faxes - The basic content is the same in all the letters, messages, or faxes, but each contains information that is specific to the individual recipient, such as name, address, or some other piece of personal data.

Elements of a Mail Merge Main Document Ex. The document that contains the text and graphics that remain the same for each version of the merged document; for example, the return address and body of a form letter. Data Source Digitized data in spreadsheet (Excel) or database (Access) format MERGED DOCUMENT MERGED DOCUMENT The document that is created by merging the data from the data source into the main document

Parts of a Main Document Selected from an existing document or a new document may be created

Parts of a Data Source Fields & Records Recipients (the person who receives a mailing) can be from an existing list or an Access, Outlook, Excel, or text file. Can merge all or only select specific records

The merge field is a placeholder in the main document that marks where an item of variable data such as a name, or a ZIP code will be inserted from the data source. 3/19/2012 «AddressBlock» Dear «First_Name»: Thank you for your interest in Sycamore Hill Bed and Breakfast! Enclosed please find a copy of our latest brochure and rate sheet. As you are planning your trip to the Indianapolis area, you may also find the resources helpful that are contained in the Eight Great Towns brochure that I have also included in this mailing. When you are ready to make your reservation, please call our office at (317) Best wishes, Sandy Burnett Business Manager This main document will have the merge fields.

Steps in creating a mail merge Step 1 – Create a data source Mailings tab, start mail merge group, select recipients Type new list or use existing list Make changes if necessary and save. Step 2 – Create letter or document File tab, new document (create letter) and save Go to mailings tab, Start mail merge, Write and insert Fields group, insert merge field (choose what you need) Step 3 – Preview Results Step 4 – Finish and Merge