Using Templates and Mail Merge Templates and Mail Merge are two features that will save you a lot of time when working in Word. Chapter 5 McGraw-Hill/Irwin Copyright © 2014 by The McGraw-Hill Companies, Inc. All rights reserved.

Student Learning Outcomes Using Templates 5.1 Creating Templates 5.2 Creating Envelopes and Labels 5.3 Understanding Mail Merge 5.4 Merging Using the Mailings Tab 5.5 Using the Mail Merge Wizard 5.6 Student Learning Outcomes: SLO 5.1 Create and customize a template based on a Word sample template. SLO 5.2 Create and use a template from a blank document or an existing Word document. SLO 5.3 Use Word to create envelopes and mailing labels. SLO 5.4 Understand the types of merges and how to select or create a recipient list. SLO 5.5 Create a merged document using the Mailings tab. SLO 5.6 Use the Mail Merge Wizard to create a merged document.

Case Study Courtyard Medical Plaza (CMP) Full-service medical office complex Proud sponsor of Skiing Unlimited Create a fax and form letter template, mailing labels, and a merged form letter! Courtyard Medical Plaza (CMP) is the case study that will be used throughout the chapter!

Using Templates SLO 5.1 Create and customize a template based on a Word sample template. SLO 5.1

All documents are based on a template! Templates Normal template Online templates All documents are based on a template! SLO 5.1 Create and customize a template based on a Word sample template. All documents created in Word are based upon a template. The Normal template is what all new Word documents are based upon. Online templates are available to download and customize to meet your needs. All template documents have a file extension of .dotx compared to the .docx regular word document extension. Templates control things such as font, size, margins, spacing, and even can contain content to get a document started.

File Name Extensions File Name Extension File Type Sample File Name .docx Word Document Document1.docx .dotx Word Template Normal.dotx .doc Word97-2003 Document Document1.doc .dot Word 97-2003 Template Normal.dot SLO 5.1 Create and customize a template based on a Word sample template. You normally do not see a file name extension in the title bar, but knowing the extensions can be quite useful when distinguishing between file types. How to show file name extensions: Windows Folder, View, File name extensions check box

Customize an Online Template Insert Content Remove Template Content Modify Template Format SLO 5.1 Create and customize a template based on a Word sample template. After you have created a document based on an online template, you can insert content, modify the format of the template, and remove any content fields that are not needed. Insert Content: Select a field to enter desired text; customize text or formatting as desired. Remove Template Content: Click the left edge of the control field and press Delete; right-click the middle of the content control field and select Remove Content Control. Modify Template Format: Sometimes tables, borders and shading, tabs and indents, as well as paragraph and line spacing have been modified to set up a template. You need to be familiar with these features to modify a template format. Review the questions to ask yourself before modifying a template on page W5-262. Complete Pause & Practice Word 5-1.

Creating Templates SLO 5.2 SLO 5.2 Create and use a template from a blank document or an existing Word document. After completing SLO 5.2, assign Guided Project 5-2; Independent Project 5-5; Improve It Project 5-7; and Challenge Project 5-9. SLO 5.2

Ways to Use Templates Create a template from a blank document Save an existing document as a template Create a document based on a template Edit a template SLO 5.2 Create and use a template from a blank document or an existing Word document. In addition to the Normal template and online templates, you are able to create your own template by: Creating a template from a blank document OR Saving an existing document as a template For both methods, you will use the Save As dialog box to save as a Word template type. To create a document based upon a template, open the document by using the Windows folder, and then save as a Word document. Edit a template by opening the template document and ensuring the file type stays as a dotx template file instead of saving it as a Word document. Complete Pause & Practice Word 5-2.

Creating Envelopes and Labels SLO 5.3 Use Word to create envelopes and mailing labels. SLO 5.3

Preparing to Mail Envelopes Labels SLO 5.3 Use Word to create envelopes and mailing labels. Most printers will allow you to print envelopes or labels. Create Envelopes: Click the Mailings tab, then the Envelopes button to open the Envelopes and Labels dialog box. Type in the delivery address and return address, if desired. Modify fonts or options (envelope size and printing options) using the buttons at the bottom of the dialog box. Lastly, choose to print or add the envelope to the document to save the envelope with the document. If you have already created a letter, open the document and then create the envelope. This will trigger Word to populate the address for you. Create labels: Click the Mailings tab, then Labels button. Modify the Label options to select the size of label and the correct type. I always print a set onto blank paper and hold up to be sure the labels match before possibly wasting labels. Labels can be purchased at many office supply stores. The size and format depends on a vendor and a number. These formats are built into Word or can be downloaded from the web. You can create an individual label or a full page of the label. To specify use the radio buttons on the Labels tab of the Envelopes and Labels dialog box. Complete Pause & Practice Word 5-3.

Understanding Mail Merge SLO 5.4 Understand the types of merges and how to select or create a recipient list. SLO 5.4

Mail Merge Basics Main Document Source SLO 5.4 Understand the types of merges and how to select or create a recipient list. The source data (recipients) in a mail merge can be in the form of a database, spreadsheet, or contacts from Outlook. You can even type your own list and save the data file. The main document is the documenting into which you merge recipient information from the source. You use merge fields as placeholders in the main document.

Mail Merge Terminology Field Record File, Table, or Contacts Folder SLO 5.4 Understand the types of merges and how to select or create a recipient list. Field (cell): An individual piece of information such as a title, first name, last name, street address, etc. Record (column): A collection of related fields; all of the information about a recipient File, Table, or Contacts Folder (table): A group of related records

Merging Using the Mailings Tab SLO 5.5 Create a merged document using the Mailings tab. After completing SLO 5.5, assign Guided Project 5-3. SLO 5.5

Highlight merge fields Open an existing merge document Mail Merge Process Start the mail merge Select recipients Edit recipients Insert merge fields Update labels Highlight merge fields Preview mail merge Finish and merge Open an existing merge document SLO 5.5 Create a merged document using the Mailings tab. Start the Mail Merge: From the Mailings tab, click the Start Mail Merge button. Select Recipients: From the Mailings tab, click the Select Recipients button, and choose to: Type a New List Use an Existing List Select from Outlook Contacts Edit Recipients: From the Mailings tab, click the Edit Recipient List button and modify as necessary: Select/Deselect Sort Filter Insert Merge Fields: Insert address blocks, greeting lines or other merge fields from the Mailings tab, click the Address Block button. Match Fields: If you bring in a list from an alternate location it is sometimes necessary to match fields to those recognized by Word. It is a quick tip off that you need to do this if your merged fields do not look correct when you preview! Insert Individual Merge Fields: You can build an address block or insert individual merge fields in the middle of content by using the Insert Merge Field button on the Mailings tab. Update Labels: If you are creating labels, the Update Labels button is of utmost importance. If you do not Update Labels, it will not merge all of the records to the labels. Highlight Merge Fields: From the Mailings tab, choose the Highlight Merge Fields button to highlight all of the merge fields to ensure proper spacing and punctuation around each field. Preview Mail Merge: Allows you to see the document before completing the final merge. From the Mailings tab, click the Preview Results button and scroll through the records. Finish and Merge: From the Mailings tab, click the Finish and Merge button. Edit Individual Documents: Brings all merged items into a document together. You can save this document as its own merged document if you wish. Print Documents: Sends the documents directly to the printer. Open an Existing Merge Document: Sometimes you have to save your work and return to it later. You will be prompted to relink to the data source: Yes: Keeps the link and opens the merge document; if you cannot find the data source, use the Select Data Source dialog box to select the data source again. No: Opens the merge document but does not keep the link. Show Help: Displays Word Help information. Complete Pause & Practice Word 5-4.

Using the Mail Merge Wizard SLO 5.6 Use the Mail Merge Wizard to create a merged document. After completing SLO 5.6, assign Guided Project 5-1; Independent Projects 5-4 and 5-6; and Challenge Projects 5-8 and 5-10. SLO 5.6

Select starting document Mail Merge Wizard Select document type Select starting document Select recipients Arrange your document Preview the document Complete the merge SLO 5.6 Use the Mail Merge Wizard to create a merged document. The Mail Merge Wizard provides a step-by-step method of creating a mail merge. First, start the mail merge by clicking the Start Mail Merge button and choosing Step-by-Step Mail Merge Wizard. 1. Select document type: Letters, email, envelopes, labels, or directory. 2. Select starting document: Current, change document layout, or use existing. 3. Select recipients: Use an existing list, select from contacts, or type a new list. 4. Arrange your document: Add merge fields (and update labels if you are creating labels). 5. Preview the document: Preview and check for errors before the final merge. 6. Complete the merge: Print or edit individual documents. Complete Pause & Practice Word 5-5.

Chapter Summary SLO Summary 5.1 Create and customize a template based on a Word sample template. 5.2 Create and use a template from a blank document or an existing Word document. 5.3 Use Word to create envelopes and mailing labels. 5.4 Understand the types of merges and how to select or create a recipient list. 5.5 Create a merged document using the Mailings tab. 5.6 Use the Mail Merge Wizard to create a merged document. Chapter Summary – Page W5-294 Create and customize a template based on a Word sample template. Templates control default font and size, margins, line and paragraph spacing, themes, and other formatting options. All new blank Word documents are based upon Normal.dotx template. Word template files have a .dotx extension after the file name. You can change and save defaults in the Normal template, all new documents created using Normal will reflect the changes. Word has a variety of templates available from Office.com in Backstage view. Insert, delete, or customize template content to meet your needs. Create and use a template from a blank document or an existing Word document. Save a new Word document or an existing document (.docx) as a template (.dotx). You can open a new document based upon a template. You can edit this document without affecting the content and format of the template. Templates can also be edited. Use Word to create envelopes and mailing labels. Create individual envelopes in Word or add an envelope to an existing document. Select the type or specific size of envelope to create and select how the envelope will print. Create mailing labels in Word by typing individual labels or creating a full sheet of the same label. Understand the types of merges and how to select or create a recipient list Mail merge allows you to merge a document with a data source such as an Access database or Outlook Contacts. The main document is the document into which information form a data source is merged. The data source consists of fields and records. A field is an individual piece of information, and a record is a group of related fields. Create a merged document using the Mailings tab. Use the Mail Merge tab to create and customize a mail merge job. Begin the mail merge by selecting the type of merge to perform. Select the recipients from an existing data source or type a new list of recipients. The recipient list can be sorted, filtered, or specific recipients selected. You can insert an address block or greeting line merge field into a document. These blocks combine individual fields from the data source to create a standard address block or greeting line for a letter or labels. You can insert individual merge fields from the data source into the main document. Preview the results of the merge in the main document before finalizing the merge. Send the finished merge results to the printer or to a new document where you can edit or save them. Use the Mail Merge Wizard to create a merged document. The Mail Merge Wizard gives you another option to create and customize a mail merge. The Mail Merge pane appears on the right side of the Word window. The Mail Merge Wizard walks you through each step of the merge process providing you with links and buttons to customize your merge.