Objectives

1. Objectives

2. Chapter 16: Merging DocumentsPerformance Objectives • Complete a Merge • Create a Data Source File • Create a Main Document • Preview a Merge • Check for Errors • Merge Documents • Merge Envelopes • CHECKPOINT 1 • Merge Labels • Merge Directories • Edit a Data Source File • Insert Additional Fields • Merge with Other Data Sources • Use the Mail Merge Wizard • CHECKPOINT 2

3. Complete a Merge • A merge generally requires two files: amain document and a data source file. • The main document contains the standard text and/or fields that identify where variable information will be inserted during the merge. • The data source file contains the variable information that will be inserted into the main document.

4. Complete a Merge - continued MAILINGS tab

5. Create a Data Source File • Before you create the main document, determine what type of correspondence you will be creating and the type of information you will need to insert in it. • Word provides predetermined field names in a data source for this purpose. Use these field names if they represent the data you are creating. • Variable information in a data source file is saved as a record. • A record is a series of fields and each record contains all of the information for one unit (for example, a person, family, customer, client, or business). • A data source file is a series of records.

6. Create a Data Source File - continued To create a data source file: • Click the MAILINGS tab. • Click the Select Recipients button in the Start Mail Merge group. • Click the Type a New List option at the drop-down list. • Type the data in the predesigned or custom fields. • Click OK. Select Recipients button

7. Create a Main Document To create a main document: • Click the MAILINGS tab. • Click the Start Mail Merge button in the Start Mail Merge group. • Click the desired document type at the drop-down list. • Type the main document text and insert fields as needed. Start Mail Merge button

8. Create a Main Document - continued To insert address fields: • Click the MAILINGS tab. • Click the Address Block button in the Write & Insert Fields group. • At the Insert Address Block dialog box, click the OK button. Address Block button

9. Create a Main Document - continued To insert greeting line fields: • Click the MAILINGS tab. • Click the Greeting Line button in the Write & Insert Fields group. • At the Insert Greeting Line dialog box, make the desired changes. • Click OK. Insert Greeting Line dialog box

10. Create a Main Document - continued To insert a field: • Click the MAILINGS tab. • Click the Insert Merge Field button arrow in the Write & Insert Fields group. • Click the desired field at the drop-down list. Insert Merge Field button arrow

11. Preview a Merge To view the main document: • Click the MAILINGS tab. • Click the Preview Results button in the Preview Results group. Preview Results button

12. Preview a Merge - continued First Record Go to Record Last Record Previous Record Next Record

13. Preview a Merge - continued To find a record: • Click the MAILINGS tab. • Click the Find Recipient button in the Preview Results group. • At the Find Entry dialog box, type the specific field entry in the Find text box. • Click the Find Next button. • Continue clicking the Find Next button until there are no more entries. • Click OK. Find Entry dialog box

14. Check for Errors To automatically check for errors: • Click the MAILINGS tab. • Click the Check for Errors button in the Preview Results group. • At the Checking and Reporting Errors dialog box, click the desired option. • Click OK. Checking and Reporting Errors dialog box

15. Merge Documents To merge documents and create a new document: • Click the MAILINGS tab. • Click the Finish & Merge button in the Finish group. • Click Edit Individual Documents at the drop-down list. • Make sure All is selected in the Merge to New Document dialog box. • Click OK. Finish & Merge button

16. Merge Documents - continued • Identify specific records you want merged with options at the Merge to New Document dialog box. • Display this dialog box by clicking the Finish & Merge button on the MAILINGS tab and then clicking the Edit Individual Documents option at the drop-down list. Merge to New Document dialog box

17. Merge Envelopes To merge envelopes: • Click the MAILINGS tab. • Click the Start Mail Merge button in the Start Mail Merge group. • Click the Envelopes option at the drop-down list. • Click OK at the Envelope Options dialog box. Envelopes option

18. Merge Envelopes - continued Envelope Options dialog box

19. Merge Envelopes - continued To identify an existing data source file: • Click the MAILINGS tab. • Click the Select Recipients button in the Start Mail Merge group. • Click the Use an Existing List option at the drop-down list. • At the Select Data Source dialog box, navigate to the folder that contains the data source file you want to use and then double-click the file. Use an Existing Listoption

20. Merge Envelopes - continued To insert the «AddressBlock» field: • Click in the envelope to position the insertion point where the recipient’s address should appear. • Click the Address Block button in the Write & Insert Fields group. • Click OK. Insertion point

21. CHECKPOINT 1 • This document contains the standard text and/or the fields. • main • data source • standard • default • The «AddressBlock» field is an example of this type of field that groups a number of fields together. • coordinate • collaborate • composite • collective Answer Answer Next Question Next Question • Variable information in a data source file is saved as this. • a file • a record • a field • a code • If you want to search for and preview merged documents with specific entries, click this button. • Find • Replace • Find and Replace • Find Recipients Answer Answer Next Question Next Slide

22. Merge Labels To merge labels: • Click the MAILINGS tab. • Click the Start Mail Merge button in the Start Mail Merge group. • Click the Labels option at the drop-down list. • Select the desired label at the Label Options dialog box. • Click OK. Labels option

23. Merge Labels - continued Click this down-pointing arrow to display a list of available label vendors. Choose the desired label product number from this list box.

24. Merge Labels - continued To update all labels: • Click the MAILINGS tab. • Click the Update Labels button in the Write & Insert Fields group. Update Labels button

25. Merge Directories • When merging letters, envelopes, or mailing labels, a new form is created for each record. • For example, if the data source file merged with a letter contains eight records, eight letters are created. • If the data source file merged with a mailing label contains 20 records, 20 labels are created. • In some situations, you may want merged information to remain on the same page.

26. Merge Directories - continued To merge a directory: • Click the MAILINGS tab. • Click the Start Mail Merge button in the Start Mail Merge group. • Click the Directory option at the drop-down list. Directory option

27. Edit a Data Source File To edit a data source file: • Open the main document. • Click the MAILINGS tab. • Click the Edit Recipient List button. • At the Mail Merge Recipients dialog box, click the data source file name in the Data Source list box. • Click the Edit button. • Make the desired changes in the Edit Data Source dialog box. • Click OK to return to the Mail Merge Recipients dialog box. Edit button

28. Edit a Data Source File - continued Edit the fields in the records in the data source file at this dialog box.

29. Insert Additional Fields • Word’s Merge feature contains a large number of fields that you can insert in a main document. • One such field, the Fill-in field, is used to input information with the keyboard during a merge. • In some situations, you may not need to keep all variable information in a data source file. • Insert a Fill-in field in a main document to input variable information into a document during the merge using the keyboard.

30. Insert Additional Fields - continued To insert a Fill-in field in the main document: • Click the MAILINGS tab. • Click the Rules button in the Write & Insert Fields group. • Click the Fill-in option at the drop-down list. • Type the prompt text. • Click OK. • Type the text to be displayed in the document. • Click OK. Fill-in option

31. Insert Additional Fields - continued To insert a record number in each merged document: • Click the MAILINGS tab. • Click the Rules button in the Write & Insert Fields group. • Click the Merge Record # option at the drop-down list. Merge Record # option

32. Insert Additional Fields - continued To use an If…Then…Else… field: • Click the MAILINGS tab. • Click the Rules button in the Write & Insert Fields group. • Click the If…Then…Else… option at the drop-down list. • Specify the options in the Insert Word Field: IF dialog box. • Click OK. If…Then…Else… option

33. Insert Additional Fields - continued • Specify the field you want Word to compare with the Field name option. • The drop-down list displays all of the fields you specified when creating the data source. • Use the Comparison option to identify how you want Word to compare values. By default, Equal to displays in the Comparison option box. • Click the down-pointing arrow at the right of the option box and a drop-down list displays with a variety of value options, such as Not equal to, Less than, Greater than, and so on.

34. Merge with Other Data Sources • Word saves a data source as an Access database with the .mdbfile extension. (In Access 2013, a database file is saved with the .accdbfile extension.) • You can also merge a main document with other data sources, such as a Word document containing data in a table, an Excel worksheet, an Access database table, and an Outlook contacts list. • If you use Outlook to send emails, you can use an Outlook contact list as a data source.

35. Use the Mail Merge Wizard To access the Mail Merge wizard: • Click the MAILINGS tab. • Click the Start Mail Merge button in the Start Mail Merge group. • Click the Step-by-Step Mail Merge Wizard option at the drop-down list. Step-by-Step Mail Merge Wizard option

36. Use the Mail Merge Wizard - continued To use the Mail Merge wizard: • Select the type of document you want to create. • Click the Next: Starting document hyperlink. • Click the Next: Select recipientshyperlink. Select the recipients. • Click the Next: Write your letterhyperlink. Write your main document. • Click the Next: Preview your lettershyperlink. Preview your documents. • Click the Next: Complete the mergehyperlink. • Complete the merge by sending the merged document to the printer or edit the merged document. Step 1 task pane

37. CHECKPOINT 2 • Select this type of main document when you want to create a list. • letter • label • envelope • directory • A Fill-in field is inserted in a main document by clicking this button. • Insert Merge Field • Rules • Edit Recipient List • Find Recipient Answer Answer Next Question Next Question • If you do not want a specific record included in a merge, remove this in the Mail Merge Recipients dialog box. • arrow • check mark • dash • circle • The Mail Merge wizard guides you through the merge process in how many steps. • 2 • 4 • 6 • 8 Answer Answer Next Question Next Slide