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Word 2010 Level 1 Unit 2 Enhancing and Customizing Documents Chapter 8 Merging Documents

Word 2010 Level 1 Unit 2 Enhancing and Customizing Documents Chapter 8 Merging Documents. Merging Documents. Quick Links to Presentation Contents. Complete a Merge Merge Envelopes CHECKPOINT 1 Merge Labels Merge a Directory Edit a Data Source File Input Text during a Merge

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Word 2010 Level 1 Unit 2 Enhancing and Customizing Documents Chapter 8 Merging Documents

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  1. Word 2010 Level 1 Unit 2 Enhancing and Customizing Documents Chapter 8 Merging Documents

  2. Merging Documents Quick Links to Presentation Contents • Complete a Merge • Merge Envelopes • CHECKPOINT 1 • Merge Labels • Merge a Directory • Edit a Data Source File • Input Text during a Merge • Merge Using the Mail Merge Wizard • CHECKPOINT 2

  3. Complete a Merge • A merge generally takes two files—the data source file and the main document. • The main document contains the standard text along with fields identifying where variable information is inserted during the merge. • The data source file contains the variable information that will be inserted in the main document.

  4. Complete a Merge…continued • Before creating a data source file, determine what type of correspondence you will create and the type of information you will need to insert in the correspondence. • Variable information in a data source file is saved as a record. • A record contains all of the information for one unit (for example, a person, family, customer, client, or business). • A series of fields makes one record, and a series of records makes a data source file.

  5. Complete a Merge…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 New List option at the drop-down list. continues on next slide… Select Recipients button

  6. Complete a Merge…continued • Type the data in the predesigned or custom fields. • Click OK. New Address List dialog box

  7. Complete a Merge…continued To customize the predesigned fields: • At the New Address List dialog box, click the Customize Columns button. • Click the Add, Delete, or Rename buttons in the Customize Address List dialog box. • Click OK or Yes at any confirmation dialog boxes. • Click OK to return to the New Address List dialog box. Customize Address List dialog box

  8. Complete a Merge…continued 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. Insert Merge Field button

  9. Complete a Merge…continued • Click the Greeting Line button and the Insert Greeting Line dialog box displays with options for customizing how the fields are inserted in the document to create the greeting line. Insert Greeting Line dialog box

  10. Complete a Merge…continued To view the main document: • Click the Mailings tab. • Click the Preview Results button in the Preview Results group. Preview Results button

  11. Complete a Merge…continued To automatically check for errors: • Click the Mailings tab. • Click the Auto 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

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

  13. 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. continues on next slide… Envelopes option

  14. Merge Envelopes…continued • At the Envelope Options dialog box, specify the desired envelope size and make any other changes. • Click OK. Envelope Options dialog box

  15. 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 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 Existing Listoption

  16. 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

  17. CHECKPOINT 1 • This document contains the standard text and/or the fields. • standard • main • data source • default • The AddressBlock field is an example of this type of field that groups a number of fields together. • coordinate • collaborative • collective • composite Answer Answer Next Question Next Question • Variable information in a data source file is saved as this. • a file • a field • a record • a code • To search for and preview merged documents with specific entries, click this button. • Find Recipient • Replace Entry • Locate Recipient • Specific Entry Answer Answer Next Question Next Slide

  18. 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. continues on next slide… Labels option

  19. Merge Labels…continued • Select the desired label at the Label Options dialog box. • Click OK. Label Options dialog box

  20. Merge a Directory 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

  21. 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. • Make the desired changes at the Mail Merge Recipients dialog box. • Click OK. Mail Merge Recipients dialog box

  22. Edit a Data Source File…continued • All of the records in the Mail Merge Recipients dialog box contain a check mark before the first field. • To select specific records, remove the check mark from those records you do not want included in a merge. check box

  23. Edit a Data Source File…continued • At the Edit Data Source dialog box you can add a new entry, delete an entry, find a particular entry, and customize columns. Edit Data Source dialog box

  24. Input Text during a Merge To insert a Fill-in field: • Click the Mailings tab. • Click the Rules button in the Write & Insert Fields group. • Click the Fill-in option at the drop-down list. continues on next slide… Fill-in option

  25. Input Text during a Merge…continued • Type the prompt text. • Click OK. • Type the text to be displayed in the document. • Click OK. Insert Word Field: Fill-in dialog box

  26. Merge Using 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

  27. Merge Using the Mail Merge Wizard…continued To complete Step 1: • Select the type of document you want to create. • Click the Next: Starting document hyperlink to go to Step 2. Step 1 task pane

  28. Merge Using the Mail Merge Wizard…continued To complete Step 2: • Select the starting document. • Click the Next: Select recipients hyperlink to go to Step 3. Step 2 task pane

  29. Merge Using the Mail Merge Wizard…continued To complete Step 3: • Select the recipients. • Click the Next: Write your letterhyperlink to go to Step 4. Step 3 task pane

  30. Merge Using the Mail Merge Wizard…continued To complete Step 4: • Write your main document. • Click the Next: Preview your letters hyperlink to go to Step 5. Step 4 task pane

  31. Merge Using the Mail Merge Wizard…continued To complete Step 5: • Preview your merged documents. • Click the Next: Complete the mergehyperlink to go to Step 6. Step 5 task pane

  32. Merge Using the Mail Merge Wizard…continued To complete Step 6: • Complete the merge by sending the merged document to the printer or edit the merged document. Step 6 task pane

  33. CHECKPOINT 2 • Select this type of main document when you want to create a list. • letter • directory • label • envelope • A Fill-in field is inserted in a main document by clicking this button. • Insert Merge Field • Edit Recipient List • Find Recipient • Rules 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 • dash • check mark • 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

  34. Merging Documents Summary of Presentation Concepts • Create and merge letters, envelopes, labels, and a directory • Create custom fields for a merge • Edit main documents and data source files • Input text during a merge

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