Mail Merge Introduction to Word Processing ITSW 1401

Mail Merge Introduction to Word Processing ITSW 1401 Instructor: Glenda H. Easter Mail Merges

Enter Records in a Data Source After you define field names in a data source, you can immediately create records for mail merging. n In the active dialog box, Click Edit Data Source n Click in the first field shown and type the appropriate information. n To move from field to field, you can either use Tab to move forward or Shift/Tab to move backwards. You can also press Enter. n Data Source Main Document Mail Merge Finished Product Mail Merges 2

A Few Definitions, Please!! Data Source Main Document Mail Merge Finished Product n Mail Merge: combines a document such as a form letter with a list of names and addresses to produce individualized documents. n Main Document: Sometimes referred to as a form letter which contains special merge fields that act as placeholders for the recipient’s name and address. Mail Merges 3

A Few More Definitions, Please!! Data Source Main Document Mail Merge Finished Product n Data Source: This lists the specific recipient information (including the name, address, and any additional data such as the phone number) that is inserted in the merge fields. n Mailing Labels: These can be easily created, along with envelopes, using Word’s mail merge feature. Mail Merges 4

Three Steps for Completing a Mail Merge Data Source Main Document 1. Create or identify the main document. 2. Create or identify the data source. 3. Merge the data source with the main document. Mail Merge Finished Product Mail Merges 5

Create a Main Document n Data Source Main Document Mail Merge Finished Product n n Set margins and tabs correctly. Select Tools/Mail Merge Select Create Choose Form Letters (or type of merge desired). Click Active Window to use the current document as the main document. Mail Merges 6

Creating a Data Source A data source contains variable information, such as names and addresses. n This database organizes information in a useful way so you can easily access just the information you need. n Word structures the data source as a table. Each set of information, such as the contact information for one person or company is called a record. n Data Source Main Document Mail Merge Finished Product Mail Merges 7

Creating a Data Source (Continued) Data Source Main Document Mail Merge n In a record, each piece of information, such as a company name or street address is called a field. n In a table, a header row displays the field names in the data source. n Each field name identifies the type of information in the column. Finished Product Mail Merges 8

Define Field Names in a Data Source You must first define field names. n Click the Get button on the Mail Merge Helper dialog box. n Choose Create Data Source to open the Create Data Source dialog box. n Remove any unwanted fields by selecting the fields and clicking the Remove Field Name button. Mail Merges n Data Source Main Document Mail Merge Finished Product 9

Rules for Field Names n REMEMBER!!! Data Source Main Document Mail Merge Finished Product n Field names must start with an alphabetic character. n Field names cannot contain spaces. Mail Merges 10

Enter Records in a Data Source (Continued) Data Source Main Document Mail Merge Finished Product Mail Merges 11

Viewing Your Source Document as a Table n Data Source Main Document When you click the last button, View Source, the data source is displayed in a table format. Mail Merge Finished Product Mail Merges 12

Viewing Your Source Document as a Table Data Source Main Document Mail Merge Finished Product Mail Merges 13

Adjusting Cell Width and Cell Height in Your Source Table Data Source Main Document Mail Merge Finished Product Mail Merges 14

Selecting Auto. Fit on Columns Too Narrow Data Source Main Document Mail Merge Finished Product Mail Merges 15

Your Source Document in Perfect Table Format Data Source Main Document Mail Merge Finished Product Mail Merges 16

Rename Fields with the Manage Fields Button n If Data Source Main Document Mail Merge Finished Product you want to change the field names, you simply click on the Manage Fields button on the Database toolbar. n Once in the Manage Field dialog box, click the field name you wish to change. n Click the Rename button. n Type new field name. n Click Ok. Mail Merges 17

Rename Fields with the Manage Fields Button (Continued) Data Source Main Document Mail Merge Finished Product Mail Merges 18

Inserting Merge Fields in a Main Document Data Source Main Document Mail Merge n After creating a data source, you can create the main document by keying text and inserting merge fields. Later, mail merging fills these fields with information from your source data. n Click Insert Field in the Upper Left. Hand Corner of your screen. Finished Product Mail Merges 19

Inserting Merge Fields Data Source Main Document Mail Merge Finished Product Mail Merges 20

Typing Data While Inserting Merge Fields Data Source Main Document Mail Merge Finished Product n You type your letter or document as you normally would do. n When you get to the variable information, click on the Insert Field button and select the field to insert. n You would space and enter exactly as you would when typing any other type of document. Mail Merges 21

Inserting Merge Fields Data Source Main Document Mail Merge Finished Product Mail Merges 22

Add a Word Field to the Main Document In addition to standard text and merge fields, the main document can contain special Word fields. n A Fill-in field, one of several special Word fields, is a Word field that prompts you to enter additional information when you initiate a mail merge. n Whenever you need to insert a word field, click on the button, and type in the information. n Data Source Main Document Mail Merge Finished Product Mail Merges 23

Insert a Word Field Data Source Main Document Mail Merge Finished Product Mail Merges 24

Fill-in for an Inset Word Field Data Source Main Document Mail Merge Finished Product Mail Merges 25

View Field Codes in the Main Document n Data Source – Choose Toggle Field Codes from the shortcut menu (by right-clicking on the mouse. ) – Choose Options from the Tools menu and check Field Codes on the View tab. Main Document Mail Merge Finished Product There are two ways to view the field codes entered in a document: Before viewing the field codes, you must select the entire document. n Point on the merge field, and right-click. n Mail Merges 26

View Field Codes in the Main Document (Continued) Data Source Main Document Mail Merge Finished Product Mail Merges 27

Preview a Merge Prior to Performing Data Source n Click on the View Merged Data button on the Mail Merge toolbar. <<ABC>> Main Document Mail Merge Finished Product Mail Merges 28

The Merged Document Data Source Main Document Mail Merge n When you begin a mail merge, the merge creates a third document that contains one copy of the main document customized for each record. n In each copy, the Merge Fields are replaced by data from one record in the data source. Finished Product Mail Merges 29

Options with Mail Merge Data Source Main Document Mail Merge n With mail merge, you can: – Preview the merge on your screen. – Merge a certain range of records. – Use a filter to merge only some of the records in the data source with the main document. Finished Product Mail Merges 30

Performing that Mail Merge In the main document, make sure the merge fields are not displayed. n Choose Mail Merge from the Tools menu to open the Mail Merge Helper dialog box. n Click the Merge button (under Merge the data with the document). n Open the Merge drop-down list and select where the merged documents are to appear: either printer, new document, faxed document, or e-mail messages. n Data Source Main Document Mail Merge Finished Product Mail Merges 31

Performing that Mail Merge (Continued) Data Source Main Document Mail Merge Finished Product Mail Merges 32

Selecting Output Area Data Source Main Document Mail Merge Finished Product Mail Merges 33

Merge with Filtered Records Data Source Main Document n. A filter or query is a logical test to find records to merge. n For example: You may wish to find all the names that end in the letter, “C. ” Mail Merge Finished Product Mail Merges 34

Merge with Filtered Records (Continued) n Data Source n n Main Document n n n Mail Merge Finished Product n n Click the Mail Merge Button Select New Document or area where merged document is to be placed. Select “All” to merge all records. Click Query Options. Click the Filter Records tab. Chose Last. Name or Field to Query. Set up your query condition. Click Merge Mail Merges 35

Establishing Query Options Data Source Main Document Mail Merge Finished Product Mail Merges 36

Establishing Query Options (Continued) Data Source Main Document Mail Merge Finished Product Mail Merges 37

Editing an Existing Data Source n You Data Source Main Document Mail Merge Finished Product can edit an existing data source several ways. – You can use the Data Form dialog box to change the contents of the fields and add or delete records. – In the Manage fields dialog box, you can edit, add, or delete field names. – You can also edit the data source table directly, using the same methods you use to edit any Word table. Mail Merges 38

Editing an Existing Data Source (Continued) n Data Source n Main Document n n Mail Merge Finished Product n Select the Mail Merge Helper Button on the toolbar. Click “Get Data” Open “Data Source” Select file to open (Names 2. doc) in the Open Data Source dialog box and click open. Select Edit under Data Source and choose name to be opened. Mail Merges 39

Editing an Existing Data Source (Continued) Data Source Main Document Mail Merge Finished Product Mail Merges 40

Editing an Existing Data Source (Continued) Data Source Main Document Mail Merge Finished Product Mail Merges 41

Editing an Existing Data Source (Continued) Data Source Main Document Mail Merge Finished Product Mail Merges 42

Editing an Existing Data Source (Continued) Data Source Main Document Mail Merge Finished Product Mail Merges 43

Editing an Existing Data Source (Continued) Data Source Main Document Mail Merge Finished Product Mail Merges 44

Editing an Existing Data Source (Continued) Data Source Main Document Mail Merge Finished Product Mail Merges 45

Editing an Existing Data Source (Continued) Data Source Main Document Mail Merge Finished Product Mail Merges 46

Editing an Existing Main Document You may need to edit a main document if you add new field names to a data source. n If you add new field names to a data source, you’ll need to insert the new merge codes in your main document. n You can also modify your main document to reflect the author and typist of the document, instead of using a Fill-in field. n Data Source Main Document Mail Merge Finished Product Mail Merges 47

Editing an Existing Main Document (Continued) Data Source Main Document n Select the Mail Merge Main Document button to display the main document. n Position the cursor before the field that is to be inserted. n Select Insert Merge Field. Mail Merge Finished Product Mail Merges 48

Creating Mailing Labels Data Source Main Document n You can use mailing labels to address envelopes and packages. n With Word, you can select the style of the label you like and insert the merge fields for the addresses. Mail Merge Finished Product Mail Merges 49

Steps for Creating a Mailing Label Data Source Main Document Mail Merge Finished Product n The process of creating a mailing label requires that you. . . – Create a mailing label main document. – Choose a data source. – Specify label size and type. – Insert merge fields. – Merge the main document and the data source. Mail Merges 50

Creating Mailing Labels n Select Data Source Main Document Mail Merge Finished Product Mail Merge from the Tools menu. n Click the Create button and choose Mailing Labels. n Click the Active Window n Click the Get Data button and choose Open Data Source. n Choose file name, and at the data source, click Set Up Main Document. Mail Merges 51

Creating Mailing Labels (Continued) n Data Source n Main Document Mail Merge Finished Product n n n In the Labels Options dialog box, select the Avery standard from the Label products dropdown box. After selecting label type, click ok. You will be placed in a Create Labels Dialog box. Click Insert Merge Field. Select field and complete as done with earlier mail merge. Mail Merges 52

Creating Mailing Labels (Continued) Data Source Main Document Mail Merge Finished Product Mail Merges 53

Creating Mailing Labels (Continued) Data Source n Choose file name, and at the data source, click Set Up Main Document Mail Merge Finished Product Mail Merges 54

Creating Mailing Labels (Continued) Data Source n After opening the Create Labels dialog box, click on Insert Merge Field and select the name of the field to be inserted. Main Document Mail Merge Finished Product Mail Merges 55

Creating Mailing Labels (Continued) Data Source Main Document Mail Merge Finished Product Mail Merges 56

Creating Mailing Labels (Continued) n Data Source Main Document When you click Insert Merge Fields, a drop down list will allow you to select the field, and when you enter to go to next line, press Insert Merge Field again until all fields are complete. Mail Merge Finished Product Mail Merges 57

Creating Mailing Labels (Continued) Data Source n Click Merge to open the Merge dialog box. Choose New document and click merge. Main Document Mail Merge Finished Product Mail Merges 58

And There You Have It Folks! Those Mailing Labels You Wanted Data Source Main Document Mail Merge Finished Product Mail Merges 59