1. Word Lesson 12 Creating Mail Merge Documents Microsoft Office 2010 Advanced Cable / Morrison 1

2. Word Lesson 12 Cable / MorrisonMicrosoft Office 2010 Advanced Objectives Identify a main document and a data source. Insert merge fields into the main document. Preview, merge, and print merged documents. Create a new data source. 222

3. Word Lesson 12 Cable / MorrisonMicrosoft Office 2010 Advanced Objectives (continued) Edit, sort, and filter data source records. Prepare mail merge documents for mass mailing labels and envelopes. Create a main document for mass e-mails. Use mail merge features to create catalogs and directories. 3

4. Word Lesson 12 Cable / MorrisonMicrosoft Office 2010 Advanced Vocabulary data source field field name filter MAPI (Messaging Application Programming Interface) main document merge field record switch 444

5. Word Lesson 12 Cable / MorrisonMicrosoft Office 2010 Advanced Creating Mail Merge Documents The main document is a file that contains the boilerplate text and formats that remain constant during the merge process. The data source is a collection of variable information to be used in a merge. In the merge process, variable information from the data source is merged into the main document. 5

6. Word Lesson 12 Cable / MorrisonMicrosoft Office 2010 Advanced Creating Mail Merge Documents (continued) Identifying the Main Document and the Data Source First step in the merge process is to select the main document type. Second step is to select the starting (or main) document. Third step is to select the recipients. 6

7. Word Lesson 12 Cable / MorrisonMicrosoft Office 2010 Advanced Creating Mail Merge Documents (continued) Identifying the Main Document and the Data Source (continued) The data source stores information in a field. The field name is a label that identifies a field in a data source. A record is a group of related fields, or a single field, treated as a unit in a data source. 7

8. Word Lesson 12 Cable / MorrisonMicrosoft Office 2010 Advanced Creating Mail Merge Documents (continued) Inserting Merge Fields into the Main Document Fourth step in the merge process is to add merge fields to the main document. The merge field is a placeholder in the main document. – Instructs Word to find and insert the corresponding information from the data source 8

9. Word Lesson 12 Cable / MorrisonMicrosoft Office 2010 Advanced Creating Mail Merge Documents (continued) Previewing, Merging, and Printing the Merged Documents Fifth step in the merge process allows you to preview the merged data in the main document. Sixth and final step is to complete the merge. 9

10. Word Lesson 12 Cable / MorrisonMicrosoft Office 2010 Advanced Creating and Editing Data Sources Creating a Data Source Using the Mail Merge Feature First step in creating a data source is to identify the field names to be used. Multiple merge documents can share the same data source. When creating a data source, be sure to include all possible fields. 10

11. Word Lesson 12 Cable / MorrisonMicrosoft Office 2010 Advanced Creating and Editing Data Sources (continued) Editing Data Source Records You can edit or delete existing entries and add new entries in the data source. If data source is saved in an Access table, you can edit it in the Mail Merge Recipients dialog box by clicking the Edit button. 11

12. Word Lesson 12 Cable / MorrisonMicrosoft Office 2010 Advanced Creating and Editing Data Sources (continued) 12 Mail Merge Recipients dialog box Editing Data Source Records (continued)

13. Word Lesson 12 Cable / MorrisonMicrosoft Office 2010 Advanced Creating and Editing Data Sources (continued) Sorting and Filtering Data Source Records Sort the data source records before completing the merge. – Records can be sorted in ascending or descending order by up to three fields. A filter screens records by identifying criteria that must be met before the records are included in a merge. 13

14. Word Lesson 12 Cable / MorrisonMicrosoft Office 2010 Advanced Creating and Editing Data Sources (continued) 14 Filter and Sort dialog box Sorting and Filtering Data Source Records (continued)

15. Word Lesson 12 Cable / MorrisonMicrosoft Office 2010 Advanced Creating and Editing Data Sources (continued) Inserting Fields with Conditions The Rules button provides special fields that set conditions for performing an action during the merge process. When you insert these special fields in a main document, you set parameters that Word uses to make a decision. 15

16. Word Lesson 12 Cable / MorrisonMicrosoft Office 2010 Advanced Preparing Mailing Labels and Envelopes 16 You can use data from an existing data source or you can create a new data source. You can edit individual labels or envelopes for selected records.

17. Word Lesson 12 Cable / MorrisonMicrosoft Office 2010 Advanced Preparing Mailing Labels and Envelopes (continued) 17 Preparing Mailing Labels You can merge records to create labels for: – Mailing labels – Name badges – Business cards – Postcards – Folder labels – And more

18. Word Lesson 12 Cable / MorrisonMicrosoft Office 2010 Advanced Preparing Mailing Labels and Envelopes (continued) 18 Label Options dialog box Preparing Mailing Labels (continued)

19. Word Lesson 12 Cable / MorrisonMicrosoft Office 2010 Advanced Preparing Mailing Labels and Envelopes (continued) Preparing Envelopes Using the Mail Merge Feature Mail Merge feature can be used to prepare addressed envelopes for a group or mass mailing. 19

20. Word Lesson 12 Cable / MorrisonMicrosoft Office 2010 Advanced Creating a Main Document for Mass E-Mails You can use the merge feature to create group or mass mailings for personalized e- mail messages. You can use Outlook or another MAPI (Messaging Application Programming Interface) compliant e-mail program. – MAPI is a Windows programming interface that provides applications with a standard way to communicate when sending e-mail. 20

21. Word Lesson 12 Cable / MorrisonMicrosoft Office 2010 Advanced Creating Catalogs and Directories Merge feature is convenient for creating a catalog or a price list. A switch is a special instruction that modifies a field result. 21

22. Word Lesson 12 Cable / MorrisonMicrosoft Office 2010 Advanced Creating Catalogs and Directories (continued) 22 Common switches

23. Word Lesson 12 Cable / MorrisonMicrosoft Office 2010 Advanced Summary In this lesson, you learned: You can use the mail merge feature to create personalized and customized form letters, mailing labels, and envelopes. The mail merge process involves combining a main document with variable information from a data source. 23

24. Word Lesson 12 Cable / MorrisonMicrosoft Office 2010 Advanced Summary (continued) To create the main document, you can use the current document, or you can start from a template or an existing document. For the variable data, you can use an existing data source or you can create a new data source. 24

25. Word Lesson 12 Cable / MorrisonMicrosoft Office 2010 Advanced Summary (continued) You insert fields into the main document to merge the variable data from the data source. Data records can be sorted and edited before you merge them with a main document, and you can apply rules to the fields, which set parameters for the variable content. 25

26. Word Lesson 12 Cable / MorrisonMicrosoft Office 2010 Advanced Summary (continued) You can preview merge results before you complete a merge, and you can edit individual merged records. You can use the mail merge process to personalize an e-mail message to be sent to multiple recipients. You can use the mail merge process to create catalogs and directories. 26