Lesson 17 Mail Merge

Overview Create a main document. Create a data source. Insert merge fields into a main document. Perform a mail merge. Use data from other applications. Edit an existing main document. Sort and filtering a data source. Create mailing labels.

Create a Main Document Mail merge combines a document such as a form letter with a list of names and addresses. Mail merge can be used by businesses to send the same letter to several people. Mailing labels or envelopes can be created by using Word’s mail merge feature.

Create a Main Document Mail merge requires two documents: Main document: Contains special merge fields that act as placeholders for the recipient’s name and address. Data source: Lists the specific recipient information to be inserted in the merge fields.

Create a Main Document The Mail Merge task pane guides a user through the three steps for completing a mail merge: Creating or identifying the main document. Creating or identifying the data source. Merging the data source with the main document.

Create a Main Document Mail Merge task pane Types of documents you can merge Mail Merge task pane step

Select a Starting Document Begin a mail merge by selecting Mail Merge from the Letters and Mailings option on the Tools menu. The first step in mail merge is to select the starting document type. Users can mail-merge letters, messages, Faxes, Envelopes, Labels, Directory, and Normal Word documents.

Create a Data Source A data source is a file that contains information such as names and addresses, organized in a table. Each column of the table represents a category of information, such as last name. The column heading of each category is called a field name. Each row of the table represents a record. Each piece of information in a record is a field.

Create a Data Source Two methods to assign a data source: Use a preexisting data source in the form of a Word table, an Excel worksheet, an Access table, or an Outlook contact list. Create a data source during the mail merge process; this creates an Access database file.

Create a Data Source New Address List dialog box List of merge fields

Enter Records in a Data Source Entering data for record number 1 Key this data

Enter Records in a Data Source Mail Merge Recipients dialog box Click to sort by last name

Insert Merge Fields into a Main Document After creating a data source, users can complete the main document by keying text and inserting merge fields— placeholders for data. Merge fields appear in the main document as field codes, which show the field name, such as «Title». Mail merging replaces these fields with information from the data source, changing «Title» to Mr., for example.

Insert Merge Fields into a Main Document Inserting the address block List of merge fields

Insert Merge Fields into a Main Document Inserting the greeting line Change to colon

Perform a Mail Merge Mail merge creates one copy of the main document customized for each record. In each copy, the merge fields are replaced by data from one record in the data source.

Perform a Mail Merge Perform the mail merge by: Previewing the merged letters onscreen to see how they look with the merged data. Completing the merge by merging directly to the printer, or merging to a new document that can be saved and printed.

Preview and Complete the Merge Previewing merged letters Click to preview the next letter Click to complete the merge

Preview and Complete the Merge Preparing to print merged letters Specify records to print Click to merge to print Click to merge to new document

Use Data from Other Applications A data source can be a different file type, such as a Word table, an Excel worksheet, or an Outlook contact list. Using the Mail Merge task pane to create a data source generates an Access database file automatically. The Mail Merge toolbar and the Database toolbar can be used to edit mail merge files and perform all mail merge functions.

Use Data from a Word Document Data from a table in a Word document can be mail merged. The Database toolbar can be used to manage database fields and records. The Data Form dialog box on the Database toolbar can be used to view records. Records can be added, deleted, sorted, inserted, and searched using the Database toolbar.

Use Data from a Word Document Data from a Word table can be viewed by selecting the Next Record button. The changes made from the Data Form dialog box are reflected in the Word table. The Open Data Source button on the Mail Merge toolbar opens a data file.

Use an Excel Worksheet as a Data Source Use the Open Data Source button on the Mail Merge toolbar to open an Excel workbook. The Mail Merge Recipients dialog box can display the data from an Excel worksheet. All records are merged by clicking the Merge to New Document button on the Mail Merge toolbar.

Use Outlook Data as a Data Source Outlook data can be used as a data source if there are at least two Outlook contacts available. Choose Select from Outlook contacts under Select recipients on the Mail Merge task pane.

Edit an Existing Main Document Adding the Title merge field to the main document

Sort and Filter a Data Source Sort a data source. Filter a data source.

Sort a Data Source Click the Open Data Source button on the Mail Merge toolbar to sort mail merge records. To sort the list alphabetically, click the column heading.

Filter a Data Source Filtering data by using comparisons

Create a List from a Data Source A list can be created from a data source using either of the following: Mail Merge toolbar. Mail Merge task pane.

Create a Catalog-type Main Document Catalog-type documents or directories can be created using the Insert Merge Fields button. The Insert Merge Fields dialog box can be used to insert individual fields.

Add Formatting to a Catalog-type Main Document Formatting can be added by selecting the paragraph containing the fields and clearing or adding tabs, and adding other paragraph and character formatting. Text type, numbering, double-line spacing and all formatting features can be changed.

Use an If…Then…Else Field to Refine a Merge The If…Then…Else field compares two values and then inserts the text appropriate to the result of the comparison as the field result. If the condition is met, an action occurs; if not, an alternative action occurs.

Create Mailing Labels The process of creating mailing labels includes: Create a mailing label main document. Choose a data source. Specify label size and type. Insert merge fields. Merge the main document and the data source.

Summary Mail merging combines a document such as a form letter with a list of names and addresses. It requires two documents, the Main document and the Data Source. The Mail Merge task pane guides a user through the three steps to create a mail merge. Creating or identifying the main document, creating or identifying the data source, and merging the data source with the main document are the three steps to complete a mail merge. Users can mail-merge letters, messages, Faxes, Envelopes, Labels, Directory, and Normal Word documents.

Summary A data source is a file that contains information such as names and addresses, organized in a table. Data can be inserted, sorted, and filtered. Each row of the table represents a record. Each piece of information in a record is a field. A list can be created from a data source using either the Mail Merge toolbar or the Mail Merge task pane. The If…Then…Else field compares two values and then inserts the text appropriate to the result of the comparison as the field result.