Click your mouse to continue. Ways to Merge Data When you have finished editing your main document and inserting the merge fields, you have several choices.

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Presentation transcript:

Click your mouse to continue. Ways to Merge Data When you have finished editing your main document and inserting the merge fields, you have several choices for merging the data. These merge choices are: As a preview, to examine the mail merge before you actually complete it To a new Word document, where you can edit documents as necessary before printing them Directly to the printer To addresses To fax numbers

Click your mouse to continue. Previewing the Mail Merge Before printing your merged documents, click the View Merged Data button to see the first record from the data source in the main document. This feature lets you see if the merged fields appear as desired. View Merged Data button Merged fields

Click your mouse to continue. Previewing the Mail Merge To turn off the preview feature, click the View Merged Data button again.

Click your mouse to continue. Merge to a New Document If you need to add content to some letters or if you want to verify the mail merge results before printing the merged documents, click the Merge to New Document button. Word will open a new program window and display each merged document. You can use the scroll bars to view each document. You use this option when you need to change the content of any merged document, but you don’t want to change every merged document.

Click your mouse to continue. Merge to the Printer If you are certain that your mail merge is set up correctly, click the Merge to Printer button. Use the Print dialog box to specify the print options, and then click the OK button to merge the documents and print them in one step.

Click your mouse to continue. Merge to an Address If your data source contains valid addresses for each record, you can click the Merge button to open the Merge dialog box. Click the Merge to list arrow, and then click the Electronic mail option.

Click your mouse to continue. Merge to an Address Use the Setup button to specify the data field that contains the addresses, and then type the message’s subject line in the Mail message subject line text box. You can select the “Send document as an attachment” check box to attach the merged document to the message.

Click your mouse to continue. Merge to an Address Click the OK button to begin the merge. If your computer is correctly configured to send merged documents to addresses and you have a valid Internet connection, the merged documents will be sent to the addresses specified in the data source.

Click your mouse to continue. Merge to a Fax Number If a fax number is specified in the data source, selecting the Electronic mail option in the Merge dialog box will send the merged documents to the fax numbers specified in the data source. To use this option, your computer must be correctly configured for sending merged documents via fax.