Microsoft Word 1-Overview 2-Mail Merge

1. Microsoft Word1-Overview2-Mail Merge Joe Collins 9/27/2005

2. QUICK HOUSEKEEPING ITEMPLEASE COPY THE FLOPPY • START->RUN • Now type in: CMD • In the new MSDOS Window, type this to copy the sample file to your computer’s hard drive: copy a:\*.txt c:\ • When done, type this: exit

3. MICROSOFT WORD OVERVIEW

5. The status bar, at the very bottom of the MS Word Screen and what it shows you:

17. For more information • For more information about learning Microsoft Word, go to this web site as they cover the basics rather well: http://www.baycongroup.com/wlesson0.htm

18. MICROSOFTWORDMAIL MERGETUTORIAL

19. Microsoft Word Mail Merge • The Mail Merge feature can be used to generate personalized letters from templates, mailing labels for invitations or (seasonal) greetings or print personalized addresses on envelopes. • On the next few slides I will walk you through doing a Mail Merge with Microsoft Word 2003. • My example will show us generating mailing labels using the Mail Merge feature.

20. The source input Mail Merge needs the basic address list prepared ahead of time and it is best to keep in a separate file using Notepad or similar. Below is an example of that input: STATUS,SALUTATION,FIRST NAME,COMPANY,ADDRESS1,CITY,STATE,ZIP y, John, John Abramson, ,3 West Pike Road,Westboro,PA,12345 n, Mary,Mary Aliseo, ,335 Ferndale Lane, W. Caldwell,NJ,12345 n, Larry, Lorenzo Amater, ,123 E. Division,Oakland,NJ,12345 y, Cindy,Cythnia Anders, ,123 South Rector Lane-5J,New York,NY,12345 y, Mrs. Wilkerson, Joan Wilkerson, ,127 Merry Lane,Greenwich,CT,12345-0133 n, Rodney,Rodney Behar, Behar Industries,121 Howard Ave, Glen Ridge,NJ,12345 y, Sal,Salvatore Benson, ,1-99 31st Street, Fair Lawn,NJ,12345 y,Dr. Benson, Dr. Jonathan Benson, Oakland Hospital,12 Lee Ave,Oakland,NJ,12345 y,Jack and Sue, `Mr. & Mrs Smith, ,111 West Village Ave,Lynbrook,NY,12345

21. Microsoft Word Mail Merge • Save your input file on your hard-drive in a place where you can find it readily. Microsoft Word will want to read it later for the merge process. • Now start up Microsoft Word. I use version 2003 but this process should work for most recent versions of Microsoft Word. • Once it is up, click on TOOLS on the top of Microsoft Word

23. We then click here to select Labels Notice we are now on Step 1 Click here after choosing labels above

24. Click here now

25. NOTE: Select your label type (5160) and then click Next: Select Recipients

31. Uncheck blank lines

32. Now ClickHere!!

33. Both checked on

40. Microsoft Word Mail Merge • Now your output (in this case, mailing labels) is ready for printing on your printer. • I recommend you print on plain printer paper and then look it over for misspellings, layout problems and so on. • If you find an error, exit Microsoft Word, fix your input in Notepad and then do the process over. • Once it is all looking correct, print on label paper.

41. QUESTIONS? Need More Help? Email me at: joec_49@hotmail.com Download this entire presentation at: http://www.collins-consulting.org/download.html