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Lesson 10 - Mail Merge and Reviewing Documents

Lesson 10 - Mail Merge and Reviewing Documents. Advanced Microsoft Word. Learning Goals.

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Lesson 10 - Mail Merge and Reviewing Documents

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  1. Lesson 10 - Mail Merge and Reviewing Documents Advanced Microsoft Word

  2. Learning Goals • The goal of this lesson is for the students to successfully create a mail merge project and review documents using the Review Ribbon. The student will create and preview a merge document as well as review the document to approve changes.

  3. Learning Objectives • On completion of this lesson, students will be able to do the following: • Understanding mail merge • Using mail merge • Selecting a main document • Create a data source • Edit the main document • Preview the merged document • Complete the merge • Compare and merge document versions • Manage tracked changes

  4. Merging Document Versions • Documents reviewed by several reviews may be merged into a singular document preserving the changes and comments made by each reviewer. • Compare Group commands- • Compare: Allows you to compare two documents. • Combine: Allows you to combine the changes made by multiple authors into a single document.

  5. Managing Tracked Changes • Using track changes are more efficient than proofing a document hard copy. • The document must be view in Print Layout View to use Track Changes. • Appearances- • Text changes appear in a contrasting color • Formatting changes appear in oblong boxes called balloons • A vertical line appears in the left margin next to text that has been changed in any way. • Comments may be inserted into the document margins. • A ScreenTip that displays to indicate the user name, date and time of an edit.

  6. What is a Mail Merge? • The process of combining a form letter with a list of names and addresses to produce individualized letters. • Creating a Mail Merge requires two things: • A Main Document • A Data Source

  7. Main Document • The Main Document is simple to create. It is the part of your letter that doesn’t change. • Write all of your text. • Add any fancy formatting or styles you want.

  8. Example • An easy way to keep track of where you will be replacing things is to use short descriptions in all caps. • Ex: For a spot where a name would go, type FIRST LAST • This isn’t required, but can be helpful

  9. Data Source • The Data Source is made up of Fields and Records • Fields are what will make your Mail Merge seem customized • Fields are grouped into Records • Each Record represents a new document that will be created by the Mail Merge

  10. How to Add Recipients • Remember what Fields you need • Click Select Recipients button under the Mailings tab

  11. How to Add Recipients (cont.) • A menu will drop down to give you more options: • Type New List – Build a New List • Use Existing List – Use if you already have a Database set up • Select From Outlook Contacts – Use if you are pulling your list from Microsoft Outlook

  12. How to Add Recipients (cont.) • Choose Type New List • You will need to customize the Fields to fit your needs

  13. How to Add Recipients (cont.) • Click Customize Columns • Edit to suit your needs • Click OK

  14. Adding Records • Simply type in the information you need • Remember: Fields are Columns, Records are Rows! • Click OK when you’re finished

  15. Adding Records (cont.) • A special Save As dialog box will open, letting you save your address list • Click Save after you have named the file

  16. Adding Fields to the Main Document • Select the ALL CAPS text you added earlier (or just put the insertion pointer where you want the field to appear) • Under the Mailings Tab, click Insert Merge Field and choose the proper field

  17. Adding Fields to the Main Document (cont.) • Ex: If you’re replacing the FIRST text in your document with a <<First>> field, choose it from the list. You may need to do some editing after adding the field, like a space, comma, or colon. • Add the fields, until you have your letter, proper

  18. Finishing Your Mail Merge • Save the Main Document • Click the Preview Results button

  19. Finishing Your Mail Merge (cont.) • The <<Fields>> disappear! Replaced with the information you typed in the first record • You can use the arrows to cycle through all the records you created • Check for punctuation and grammar errors, spacing issues, double, or unwanted fields, and things that just don’t seem to look right • To fix any mistakes, you must leave Preview mode and edit the Main Document • Click Preview Results again to exit preview mode

  20. The Final Task • Click on Finish & Merge and select the option you want • Print Documents: Choose this if you’re sure everything is good to go. • Edit Individual Documents: Creates a new Word document, with all the merges one after another

  21. The Final Task, continued • A dialog box will pop up, asking what records to save or print • Click the All button to print or save everything • Click OK when you’re ready to print • Congratulations! You’re done!

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