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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

Microsoft Word: Mail Merge Basics

Presenter: Jolanta Soltis

objectives
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
parts of a mail merge
Parts of a Mail Merge
  • Main document
  • Data source
  • Header source (optional)
  • Results
common terminology
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
example
Example

Field

Header Row

Delimiter

Record

the main document contains
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
types of main documents
Types of Main Documents
  • Form letters
  • Mailing labels
  • Envelopes
  • Catalog
the data source
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
types of data sources
Types of Data Sources
  • Word document
  • Excel spreadsheet
  • Databases
    • Microsoft Access
    • dBASE
    • Microsoft® FoxPro®
    • Others
  • Address books
  • Text files
header source optional
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.

results of mail merge
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)
getting started
Getting Started

To activate the Mail Merge click Mail Merge Wizard on the Tools/Letters and Mailings menu.

Mail Merge Task Pane

using the mail merge
Using the Mail Merge
  • Open or create the main document.
  • Attach an existing or new data source.
  • Edit the main document.
  • Perform the merge.
type a new list
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
preview the merge result
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.
help resources
Help Resources
  • Microsoft Word Help
    • Ask the Office Assistant!
online help available
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