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Microsoft Word: Mail Merge Basics

Microsoft Word: Mail Merge Basics. Presenter: Jolanta Soltis. 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. Mail Merge.

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Microsoft Word: Mail Merge Basics

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  1. Microsoft Word: Mail Merge Basics Presenter: Jolanta Soltis

  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 • Record • An associated collection of fields • Delimiter • A character used to separate fields and records • Header row • The row that contains the field names

  6. Example Field Header Row Delimiter Record

  7. The Main Document Contains • Boilerplate text • Form letter • Invoice • A standard format for printing • Envelope • Label • Fields • 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 • 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

  10. Types of Data Sources • Word document • Excel spreadsheet • Databases • Microsoft Access • dBASE • Microsoft® FoxPro® • 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 XP can merge to: • New document • Printer • Fax (if faxing software is installed) • E-mail (if e-mail software is installed)

  13. Getting Started To activate the Mail Merge click Mail Merge Wizard on the Tools/Letters and Mailings menu. Mail Merge Task Pane

  14. Using the Mail Merge • Open or create the main document. • Attach an existing or new data source. • Edit the main document. • Perform the merge.

  15. Step 1. Open or create the main document.

  16. Step 2. Select Recipients

  17. Type a New List The Create Data Source dialog box lets you: • Remove unwanted field names • Add new field names • Change the order of field names

  18. New Address List Dialog Box

  19. Step 3. Set Up the Main Document

  20. Preview the Merge Result • After you set up your mail-merge main document and attach it to a data source, you can see a preview of the merge result.

  21. Step 4.Complete the Merge

  22. Help Resources • Microsoft Word Help • Ask the Office Assistant!

  23. Help Resources (cont.)Mail Merge Troubleshooter

  24. Online Help Available • Word Mail Merge Resource Center • http://support.microsoft.com/support/word/usage/mailmerge/default.asp • http://support.microsoft.com/default.aspx?scid=kb;en-us;287561

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