1 Get Personal with Your Customers and Microsoft Word Mail Merge Presented by: Mitzi Katz Gibson Computer Associates (303) mitzikatz.com

2 Applications for Merging  Personalize letters  Create a wide variety of labels Mailings Mailings File folder labels File folder labels CD labels CD labels Name badges Name badges Table tents Table tents  Directories and catalogs are at your fingertips

3 Merging Components New merged document Data Source Document: Excel Worksheet Word Table Outlook Contacts Word Document: Letters Labels Directory

4 Basic “Gotchas”  Begin with the Word document open that will be used as the merge form  Begin with the data source document saved and closed. Data in good working order Data in good working order Accurate and completeAccurate and complete Consistent data Consistent data No gaps - Nicknames No gaps - Nicknames FilteredFiltered SortedSorted  “Edit” individual records before printing

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6 Meet the Wizard 2003 Path  Tools Letters and Mailings Letters and Mailings Mail Merg Merge 2007 Path  Mailings Start Mail Merge Start Mail Merge Step by Step Mail Merge WizardStep by Step Mail Merge Wizard

7 Next Steps

8 Dialog Choices

9 Dialog Choices

10 Next Steps

11 Next Steps

12 Next Steps

13 Final Merged Document

14 Review the Steps 1. Starting document 2. Select recipients 3. Write the letter 4. Preview the letter 5. Complete the merge 6. Edit and print individual letters

15 Save Early – Save Often!  Save and review the final merge document before printing / distributing.  Save the setup document to use for a future merge.

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17  Follow the same steps to complete the merge, except… Same Wizard Different Application

18 Spacing Issues  Add two returns (press Enter) after the first record to leave space between records.  Preview will not show multiple records.  Will the final document have multiple columns?  Will the lines of a record be allowed to split across the columns?

19 Directory Field Set Up Lines allowed to split across records

20 Final Merged Document

21 Alternative Directory Field Set Up Lines not allowed to split across records Format > Paragraph > Line and Page Breaks > Keep with next

22 Alternative Final Merged Document

23 Format the Final Document 2003 Path  Add a banner heading and format for center, bold, large, etc.  Insert > Break > Continuous  Format > Columns > Two  Remove empty paragraphs  Use increased space below as needed  Add Headers and Footers as desired

24 Format the Final Document 2007 Path  Add a banner heading and format for center, bold, large, etc.  Page Layout > Breaks > Continuous  Page Layout > Columns button > Two  Remove empty paragraphs  Use increased space below as needed  Add Headers and Footers as desired

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26 Insert Graphics  Insert graphics on the set up document or the final document  Check graphic settings for layout  Size graphics  Insert > Picture > From File  Browse for file  Double-click to insert file

27 Insert Graphics

28 Graphics on Labels

29 Final Merged Label Document with Graphics

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31 Data Sources -Outlook

32 Data Sources - Excel  Heading format  Splitting names  Successful sorting Avoid mismatched data! Avoid mismatched data!  Zip format

33 Data Sources - Create a Word List

34 Show Mail Merge Toolbar – 2003

35 Mailings Ribbon – 2007

36 Insert Word Fields – 2003

37 Insert Word Fields (Rules) – 2007

38 mitzikatz.com