Word Processing.

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Presentation transcript:

Word Processing

Mail Merging Businesses and organizations often want to send the same letter to several people (mass mailings). Ex: credit card applications. Mail merging combines a word processing document with a data source (database). Such as a list of names and addresses to produce personalized documents. Hundreds of individual letters, certificates, labels, and envelopes can be created with just two documents.

Mail Merging Documents used in a mail merge include: Main document: Contains special mail merge fields that act as placeholders for the recipient’s name and address. This is saved as a word processing document. Data Source: Lists the specific recipient information. This is saved as a database and not as a word processing document.

Mail Merging Main Document options: Data Source options: Create a new document Start from a template Use an existing document Data Source options: Word Excel Outlook Text file

Main Document and Data Source Insert merge fields here Documents merged together. This particular database would create nine individual letters. Data Source = Database file Main Document = Word Processing file

Mail Merging Basic Steps in Creating a Mail Merge in Word: Step 1 – Select document type: Start a new document or open an existing document. Go to Tools, Letters and Mailings, Mail Merge Wizard Task Pane will appear. Choose a main document type. Letters, e-mail messages, envelopes, labels, or directory Click Next to begin the mail merging process.

Mail Merging Set up using: Step 2 – Select a starting document: Set up using: Current document Already opened in MS Word Template Existing document Saved on file Click Next to Select Recipients and proceed. This is the information in the database. Click Previous to Select document type and edit.

Mail Merging The list can come from: Step 3 – Select recipients: The list can come from: An existing list Outlook contacts A new list Select Next to write the letter and add data source. Database file Select previous to edit.

Mail Merging Step 4 – Write the letter: A letter can be written at this time if not written or opened previously.

Mail Merging Step 5 – Preview the letters: The main document and data source merge together. This step allows the merged letters to be viewed, edited, or excluded. Scroll through recipients. Shows that there will be more than 1 letter.

Mail Merging Step 6 – Complete the merge: Letters are ready to be produced and printed. All or selected individual letters can be printed in this step.