Objectives © Paradigm Publishing, Inc. 1 Objectives

© Paradigm Publishing, Inc. 2 Objectives Chapter 16: Merging Documents Performance Objectives  Complete a Merge Complete a Merge  Create a Data Source File Create a Data Source File  Create a Main Document Create a Main Document  Preview a Merge Preview a Merge  Check for Errors Check for Errors  Merge Documents Merge Documents  Merge Envelopes Merge Envelopes  CHECKPOINT 1 CHECKPOINT 1  Merge Labels Merge Labels  Merge Directories Merge Directories  Edit a Data Source File Edit a Data Source File  Insert Additional Fields Insert Additional Fields  Merge with Other Data Sources Merge with Other Data Sources  Use the Mail Merge Wizard Use the Mail Merge Wizard  CHECKPOINT 2 CHECKPOINT 2

© Paradigm Publishing, Inc. 3 Objectives Complete a Merge  A merge generally requires two files: a main document and a data source file.  The main document contains the standard text and/or fields that identify where variable information will be inserted during the merge.  The data source file contains the variable information that will be inserted into the main document.

© Paradigm Publishing, Inc. 4 Objectives Complete a Merge - continued MAILINGS tab

© Paradigm Publishing, Inc. 5 Objectives Create a Data Source File  Before you create the main document, determine what type of correspondence you will be creating and the type of information you will need to insert in it.  Word provides predetermined field names in a data source for this purpose. Use these field names if they represent the data you are creating.  Variable information in a data source file is saved as a record.  A record is a series of fields and each record contains all of the information for one unit (for example, a person, family, customer, client, or business).  A data source file is a series of records.

© Paradigm Publishing, Inc. 6 Objectives Create a Data Source File - continued To create a data source file: 1. Click the MAILINGS tab. 2. Click the Select Recipients button in the Start Mail Merge group. 3. Click the Type a New List option at the drop-down list. 4. Type the data in the predesigned or custom fields. 5. Click OK. Select Recipients button

© Paradigm Publishing, Inc. 7 Objectives Create a Main Document To create a main document: 1. Click the MAILINGS tab. 2. Click the Start Mail Merge button in the Start Mail Merge group. 3. Click the desired document type at the drop-down list. 4. Type the main document text and insert fields as needed. Start Mail Merge button

© Paradigm Publishing, Inc. 8 Objectives Create a Main Document - continued To insert address fields: 1. Click the MAILINGS tab. 2. Click the Address Block button in the Write & Insert Fields group. 3. At the Insert Address Block dialog box, click the OK button. Address Block button

© Paradigm Publishing, Inc. 9 Objectives Create a Main Document - continued To insert greeting line fields: 1. Click the MAILINGS tab. 2. Click the Greeting Line button in the Write & Insert Fields group. 3. At the Insert Greeting Line dialog box, make the desired changes. 4. Click OK. Insert Greeting Line dialog box

© Paradigm Publishing, Inc. 10 Objectives Create a Main Document - continued To insert a field: 1. Click the MAILINGS tab. 2. Click the Insert Merge Field button arrow in the Write & Insert Fields group. 3. Click the desired field at the drop-down list. Insert Merge Field button arrow

© Paradigm Publishing, Inc. 11 Objectives Preview a Merge To view the main document: 1. Click the MAILINGS tab. 2. Click the Preview Results button in the Preview Results group. Preview Results button

© Paradigm Publishing, Inc. 12 Objectives Preview a Merge - continued First Record Previous Record Go to Record Next Record Last Record

© Paradigm Publishing, Inc. 13 Objectives Preview a Merge - continued To find a record: 1. Click the MAILINGS tab. 2. Click the Find Recipient button in the Preview Results group. 3. At the Find Entry dialog box, type the specific field entry in the Find text box. 4. Click the Find Next button. 5. Continue clicking the Find Next button until there are no more entries. 6. Click OK. Find Entry dialog box

© Paradigm Publishing, Inc. 14 Objectives Check for Errors To automatically check for errors: 1. Click the MAILINGS tab. 2. Click the Check for Errors button in the Preview Results group. 3. At the Checking and Reporting Errors dialog box, click the desired option. 4. Click OK. Checking and Reporting Errors dialog box

© Paradigm Publishing, Inc. 15 Objectives Merge Documents To merge documents and create a new document: 1. Click the MAILINGS tab. 2. Click the Finish & Merge button in the Finish group. 3. Click Edit Individual Documents at the drop- down list. 4. Make sure All is selected in the Merge to New Document dialog box. 5. Click OK. Finish & Merge button

© Paradigm Publishing, Inc. 16 Objectives Merge Documents - continued Merge to New Document dialog box  Identify specific records you want merged with options at the Merge to New Document dialog box.  Display this dialog box by clicking the Finish & Merge button on the MAILINGS tab and then clicking the Edit Individual Documents option at the drop-down list.

© Paradigm Publishing, Inc. 17 Objectives Merge Envelopes To merge envelopes: 1. Click the MAILINGS tab. 2. Click the Start Mail Merge button in the Start Mail Merge group. 3. Click the Envelopes option at the drop-down list. 4. Click OK at the Envelope Options dialog box. Envelopes option

© Paradigm Publishing, Inc. 18 Objectives Merge Envelopes - continued Envelope Options dialog box

© Paradigm Publishing, Inc. 19 Objectives Merge Envelopes - continued To identify an existing data source file: 1. Click the MAILINGS tab. 2. Click the Select Recipients button in the Start Mail Merge group. 3. Click the Use an Existing List option at the drop-down list. 4. At the Select Data Source dialog box, navigate to the folder that contains the data source file you want to use and then double-click the file. Use an Existing List option

© Paradigm Publishing, Inc. 20 Objectives Merge Envelopes - continued To insert the «AddressBlock» field: 1. Click in the envelope to position the insertion point where the recipient’s address should appear. 2. Click the Address Block button in the Write & Insert Fields group. 3. Click OK. Insertion point

Objectives © Paradigm Publishing, Inc. 21 CHECKPOINT 1 1)This document contains the standard text and/or the fields. a.main b.data source c.standard d.default 1)This document contains the standard text and/or the fields. a.main b.data source c.standard d.default 3)The «AddressBlock» field is an example of this type of field that groups a number of fields together. a.coordinate b.collaborate c.composite d.collective 3)The «AddressBlock» field is an example of this type of field that groups a number of fields together. a.coordinate b.collaborate c.composite d.collective 2)Variable information in a data source file is saved as this. a.a file b.a record c.a field d.a code 2)Variable information in a data source file is saved as this. a.a file b.a record c.a field d.a code 4)If you want to search for and preview merged documents with specific entries, click this button. a.Find b.Replace c.Find and Replace d.Find Recipients 4)If you want to search for and preview merged documents with specific entries, click this button. a.Find b.Replace c.Find and Replace d.Find Recipients Next Question Next Slide Answer

© Paradigm Publishing, Inc. 22 Objectives Merge Labels To merge labels: 1. Click the MAILINGS tab. 2. Click the Start Mail Merge button in the Start Mail Merge group. 3. Click the Labels option at the drop-down list. 4. Select the desired label at the Label Options dialog box. 5. Click OK. Labels option

© Paradigm Publishing, Inc. 23 Objectives Merge Labels - continued Choose the desired label product number from this list box. Choose the desired label product number from this list box. Click this down-pointing arrow to display a list of available label vendors. Click this down-pointing arrow to display a list of available label vendors.

© Paradigm Publishing, Inc. 24 Objectives Merge Labels - continued To update all labels: 1. Click the MAILINGS tab. 2. Click the Update Labels button in the Write & Insert Fields group. Update Labels button

© Paradigm Publishing, Inc. 25 Objectives Merge Directories  When merging letters, envelopes, or mailing labels, a new form is created for each record.  For example, if the data source file merged with a letter contains eight records, eight letters are created.  If the data source file merged with a mailing label contains 20 records, 20 labels are created.  In some situations, you may want merged information to remain on the same page.

© Paradigm Publishing, Inc. 26 Objectives Merge Directories - continued To merge a directory: 1. Click the MAILINGS tab. 2. Click the Start Mail Merge button in the Start Mail Merge group. 3. Click the Directory option at the drop-down list. Directory option

© Paradigm Publishing, Inc. 27 Objectives Edit a Data Source File To edit a data source file: 1. Open the main document. 2. Click the MAILINGS tab. 3. Click the Edit Recipient List button. 4. At the Mail Merge Recipients dialog box, click the data source file name in the Data Source list box. 5. Click the Edit button. 6. Make the desired changes in the Edit Data Source dialog box. 7. Click OK to return to the Mail Merge Recipients dialog box. Edit button

© Paradigm Publishing, Inc. 28 Objectives Edit a Data Source File - continued Edit the fields in the records in the data source file at this dialog box.

© Paradigm Publishing, Inc. 29 Objectives Insert Additional Fields  Word’s Merge feature contains a large number of fields that you can insert in a main document.  One such field, the Fill-in field, is used to input information with the keyboard during a merge.  In some situations, you may not need to keep all variable information in a data source file.  Insert a Fill-in field in a main document to input variable information into a document during the merge using the keyboard.

© Paradigm Publishing, Inc. 30 Objectives Insert Additional Fields - continued To insert a Fill-in field in the main document: 1. Click the MAILINGS tab. 2. Click the Rules button in the Write & Insert Fields group. 3. Click the Fill-in option at the drop-down list. 4. Type the prompt text. 5. Click OK. 6. Type the text to be displayed in the document. 7. Click OK. Fill-in option

© Paradigm Publishing, Inc. 31 Objectives Insert Additional Fields - continued To insert a record number in each merged document: 1. Click the MAILINGS tab. 2. Click the Rules button in the Write & Insert Fields group. 3. Click the Merge Record # option at the drop-down list. Merge Record # option

© Paradigm Publishing, Inc. 32 Objectives Insert Additional Fields - continued To use an If…Then…Else… field: 1. Click the MAILINGS tab. 2. Click the Rules button in the Write & Insert Fields group. 3. Click the If…Then…Else… option at the drop-down list. 4. Specify the options in the Insert Word Field: IF dialog box. 5. Click OK. If…Then…Else… option

© Paradigm Publishing, Inc. 33 Objectives Insert Additional Fields - continued  Specify the field you want Word to compare with the Field name option.  The drop-down list displays all of the fields you specified when creating the data source.  Use the Comparison option to identify how you want Word to compare values. By default, Equal to displays in the Comparison option box.  Click the down-pointing arrow at the right of the option box and a drop-down list displays with a variety of value options, such as Not equal to, Less than, Greater than, and so on.

© Paradigm Publishing, Inc. 34 Objectives Merge with Other Data Sources  Word saves a data source as an Access database with the.mdb file extension. (In Access 2013, a database file is saved with the.accdb file extension.)  You can also merge a main document with other data sources, such as a Word document containing data in a table, an Excel worksheet, an Access database table, and an Outlook contacts list.  If you use Outlook to send s, you can use an Outlook contact list as a data source.

© Paradigm Publishing, Inc. 35 Objectives Use the Mail Merge Wizard To access the Mail Merge wizard: 1. Click the MAILINGS tab. 2. Click the Start Mail Merge button in the Start Mail Merge group. 3. Click the Step-by-Step Mail Merge Wizard option at the drop-down list. Step-by-Step Mail Merge Wizard option

© Paradigm Publishing, Inc. 36 Objectives Use the Mail Merge Wizard - continued To use the Mail Merge wizard: 1. Select the type of document you want to create. 2. Click the Next: Starting document hyperlink. 3. Click the Next: Select recipients hyperlink. Select the recipients. 4. Click the Next: Write your letter hyperlink. Write your main document. 5. Click the Next: Preview your letters hyperlink. Preview your documents. 6. Click the Next: Complete the merge hyperlink. 7. Complete the merge by sending the merged document to the printer or edit the merged document. Step 1 task pane

Objectives © Paradigm Publishing, Inc. 37 CHECKPOINT 2 1)Select this type of main document when you want to create a list. a.letter b.label c.envelope d.directory 1)Select this type of main document when you want to create a list. a.letter b.label c.envelope d.directory 3)A Fill-in field is inserted in a main document by clicking this button. a.Insert Merge Field b.Rules c.Edit Recipient List d.Find Recipient 3)A Fill-in field is inserted in a main document by clicking this button. a.Insert Merge Field b.Rules c.Edit Recipient List d.Find Recipient 2)If you do not want a specific record included in a merge, remove this in the Mail Merge Recipients dialog box. a.arrow b.check mark c.dash d.circle 2)If you do not want a specific record included in a merge, remove this in the Mail Merge Recipients dialog box. a.arrow b.check mark c.dash d.circle 4)The Mail Merge wizard guides you through the merge process in how many steps. a.2 b.4 c.6 d.8 4)The Mail Merge wizard guides you through the merge process in how many steps. a.2 b.4 c.6 d.8 Next Question Next Slide Answer