Microsoft Word 2000: Mail Merge Basics Peggy Serfazo Marple Molly Calvello Support Professionals Business Applications - Desktop Microsoft Corporation

2 Objectives  Define a mail merge  Discuss the parts of a mail merge  Discuss common mail merge terminology  Describe the three steps used to complete a mail merge  Discuss some common mail merge issues

3 Mail Merge

4 Parts of a Mail Merge  Main document  Data source  Header source (optional)  Results

5 Common Terminology  Field A specific piece of information about a record A specific piece of information about a record  Record An associated collection of fields An associated collection of fields  Delimiter A character used to separate fields and records A character used to separate fields and records  Header row The row that contains the field names The row that contains the field names

6 Example Record Header Row Field Delimiter

7 The Main Document Contains  Boilerplate text Form letter Form letter Invoice Invoice  A standard format for printing Envelope Envelope Label Label  Fields Placeholders for the data from your data source Placeholders for the data from your data source

8 Types of Main Documents  Form letters  Mailing labels  Envelopes  Catalog

9 The Data Source  Contains the text and graphics that vary for each merged document  Contains records and fields  Requirements: Records in the data source must contain the same number of fields as the header row Records in the data source must contain the same number of fields as the header row The header row must be the first row or paragraph (if a separate header source is not used) The header row must be the first row or paragraph (if a separate header source is not used) Field data must be entered exactly as you want it to be printed Field data must be entered exactly as you want it to be printed

10 Types of Data Sources  Word document  Excel spreadsheet  Databases Microsoft Access Microsoft Access dBASE dBASE Microsoft ® FoxPro ® Microsoft ® FoxPro ® Others Others  Address books  Text files

11 Header Source (optional)  Consists of a row of field names  Used in addition to a data source  Identifies the fields of data in the data source For example, if you can't add or edit a header record in the data source (because the data source is read-only), you can use a separate header source that contains the field names you want to use.

12 Results of Mail Merge Word 2000 can merge to:  New document  Printer  Fax (if faxing software is installed)  (if software is installed)

13 Getting Started To activate the Mail Merge Helper, click Mail Merge on the Tools menu.

14 Using the Mail Merge Helper  Step 1: Create the main document  Step 2: Attach the data source  Step 3: Perform the mail merge

15 Step 1: Create the Main Document  Click the Create button next to the number 1 in the Mail Merge Helper dialog box  Select the type of Main Document that you’ll be using for this Mail Merge  Choose whether to use the active document window or create a new document

16 Step 2: Attach the Data Document If the data source already exists:  Click the Get Data button next to the number 2 in the Mail Merge Helper dialog box  Choose Open Data Source  Select the Data Source (document, spreadsheet, database, or other file)  Click Open

17 Step 2: Attach the Data Document (cont.) If the Data Source needs to be created:  Click the Get Data button  Choose Create Data Source

18 Create a Data Source The Create Data Source dialog box lets you:  Remove unwanted field names  Add new field names  Change the order of field names

19 Create a Data Source (cont.)  Finalize all of the field names to be used  Click the OK button  Name and save your data source You will then receive the following message:

20 Entering Data The next step is to enter data using a data form.  Move through the form using the Enter key or the Tab key on the keyboard  When finished, click OK

21 Preparing the Main Document  Insert merge fields where you want the changing data to be placed  Apply the formatting you want  Format the document as a blueprint of what the final result will look like

22 Step 3: Perform the Mail Merge  Click the Merge button in the Mail Merge Helper

23 Mail Merge Output  Select the output for the mail merge  Specify the records to be merged You can also:  Check for errors  Set query options

24 Checking for Errors  Compares field names used in the main document to the field names used in the data source  Verifies that the same number of fields are contained in each record  Reports any errors found

25 Setting Query Options  Filter Records  Sort Records

26 Review  Step 1: Create the main document  Step 2: Attach a data source  Step 3: Complete the merge

27 Merging to Labels  Step 1: Choose Labels as the Main Document  Step 2: Attach a Data Source

28 Select the Label Options  Select the type of printer  Select the type of label product  Create new label if needed

29 Set Up a Sample Label  Insert the merge fields  Add punctuation and formatting  Click OK when finished

30 Merge the Labels  Step 3: Merge Tip:Merge enough records for one sheet of labels and print them on blank paper before printing on actual labels.  Can be saved and used again

31 Merging to Envelopes  Step 1: Choose Envelopes as the main document  Step 2: Attach a data source

32 Select the Envelope Options  Select the envelope size  Set the address fonts and positions  Select the printing options for your printer

33 Set Up a Sample Envelope  Insert the merge fields  Add punctuation and formatting  Add a postal bar code (optional)  Click OK

34 Merge the Envelopes  Step 3: Merge Tip: Merge one or two envelopes to verify the address positioning, envelope and address orientation, and so on, before merging all of the records.  Can be saved and used again

35 Mail Merge Toolbar View Merged Data Find Record Merge to New Document Merge to Printer Go To Record Mail Merge Helper Check for Errors Edit Data File

36 Data Source Toolbar Data Form Manage Fields Add New Record Delete RecordInsert Database Sort Records Update Fields Mail Merge Main Document Find Record

37 Help Resources  Microsoft Word Help Ask the Office Assistant! Ask the Office Assistant!

38 Help Resources (cont.) Mail Merge Troubleshooter

39 Online Help Available  Word Mail Merge Resource Center /usage/mailmerge/default.asp /usage/mailmerge/default.asp /usage/mailmerge/default.asp /usage/mailmerge/default.asp (Note that the URL should be entered as one line; it is wrapped here for readability.)

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41 Common Mail Merge Issues  I’m prompted for a data source when I open a main document: The original data source may have been moved or deleted. The original data source may have been moved or deleted. Locate the file and attach it again. Locate the file and attach it again.  I receive a message that my data source is a mail merge main document: The data source may have been the active window when the mail merge was started. The data source may have been the active window when the mail merge was started. On the Tools menu, click Mail Merge, click the Create button, and select “Restore to Normal Word Document.” On the Tools menu, click Mail Merge, click the Create button, and select “Restore to Normal Word Document.”

42 Issues (cont.)  Why do the merge fields print instead of my data? The option to print field codes is turned on The option to print field codes is turned on On the Tools menu, click Options, click the Print tab, and clear the Field codes check box On the Tools menu, click Options, click the Print tab, and clear the Field codes check box  How do I print specific pages after I've merged all of the records to a new document? A new document section is created for each merged record. On the File menu, click Print, type the appropriate section and page number in the following format: A new document section is created for each merged record. On the File menu, click Print, type the appropriate section and page number in the following format: Page#Section# Example: P1S2-P2S5