Lesson 12: Creating a Manual and Using Mail Merge

2 Learning Objectives After studying this lesson, you will be able to:  Format documents with styles  Create custom styles  Modify styles  Control document margins  Use helpful techniques for navigating and viewing documents  Set up a Mail Merge document and labels

Formatting Text with Styles Styles  Formats identified by a unique name  Allow you to apply multiple formats to a single selection  Help with consistent formatting Style changes are applied globally You are always working within a style  Word’s default style is called “Normal” 3

Types of Styles Character Paragraph Linked List Table 4

Creating a Style Use Create New Style from the Formatting dialog box Choose the style type Character formats Paragraph formats 5

Viewing All Styles Click the dialog box launcher in the bottom-right corner of the Styles group The style name in the rectangle is the one in use  Hover mouse for details Create a new style Link to more style options 6 Create a new style

Quick Styles Group of common, useful styles Access through Home tab > Styles group Change Quick Styles with the Change Styles button To change use the Style Set command 7

Creating Custom Styles Create with the Formatting dialog box -or- select an example of text with a format you like Use Styles task pane > New Style button Create New Style from Formatting dialog box 8

Create New Style from Formatting Character and paragraph formats Include in Quick Styles More options Style type Style name Preview 9

Modifying, Removing, and Deleting Style changes apply globally Styles task pane 10

Navigating with the Navigation Pane Browse for Headings  Home Tab > Editing Group > Navigation pane Rearrange sections  Drag headings instead of using Cut and Paste 11

Changing Word Window Views Choose View > Window for view options Arrange All View Side by Side Split 12

Introducing Mail Merge Apply a list to a fixed document or layout Generate letters, labels, and envelopes Manage large mailings Merge to printer or a new document 13

Components of Mail Merge Main Document  Base document which is the same for all recipients Data Source  Names, addresses, etc  Document, spreadsheet or database Merged Document  Result of the merge process  Combines main document with each record in the Data Source 14

Mail Merge Example Main document Data source Merged document 15

Using Mail Merge The Mailings tab  Specify main document  Select or create a data source 16 Tip! Already familiar with Mail Merge? Display the Mail Merge Wizard by choosing Step by Step Mail Merge Wizard on the Start Mail Merge menu.

Working with the Data Source Use Word or external sources Data design  More fields provide more flexibility  Data should be consistent 17

Creating Address Lists in Word 18 New Address List dialog box Predefined fields Add, delete, edit or find entries

Customizing an Address List Customize Address List dialog box Delete field Add field  Name the new field 19

Managing the Address List Mail Merge Recipients dialog box  Mailings > Mail Merge > Start Mail Merge > Edit Recipient List  Sort, filter, and select recipients Edit Data Source dialog box  Add, edit, and delete entries 20 Note! Changes made to an external data source are applied when the source is changed.

Working with Main Documents Link to the Data Source with merge fields Some fields are composite Mailings tab > Write & Insert Fields group  Insert address block in main document  Insert greeting  Insert any data source field 21

Merge Fields in the Main Document 22 Important! You must attach a data source to the main document before inserting merge fields. Merge fields

Conducting a Merge Produces a version of the main document for every record Preview Results (Mailings tab)  Display a preview  Browse records 23

Finishing the Merge Finish & Merge  Can edit individual letters  Merge to printer  Merge to Can save merged documents  Saving isn’t always needed; the merge can be run again 24

Common Merge Problems Same error in every letter  Edit the main document Some letters are missing data  Check the data source for missing data  Or edit merged letters to get around the problem Some letters have incorrect data  Check the data source 25

Using Envelopes and Labels Document options in Start Mail Merge Can use envelopes, labels, and more as main documents Can use the same data source for multiple merges 26

Envelopes in Mail Merge Envelope Options  Choose size  Choose font and position 27

Labels in Mail Merge Choose format, sheet size, and more Word has preloaded label layouts by size and vendor 28

Lesson 12: Creating a Manual and Using Mail Merge