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Mail merge 2_without_questions

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  • [ Notes to trainer : If your students aren’t familiar with how to do a mail merge, direct them to the first training presentation titled, “Mail Merge I: Use mail merge for mass mailings,” which describes performing a mail merge using a wizard. For detailed help in customizing this template, see the very last slide. Also, look for additional lesson text in the notes pane of some slides. Adobe Flash animations : This template contains Flash animations. These will play in PowerPoint 2000 and later. However: If you want to save this template in PowerPoint 2007, save it in the earlier PowerPoint file format: PowerPoint 97-2003 Presentation (*.ppt) or PowerPoint 97-2003 Template (*.pot) . (You’ll see the file types in the Save As dialog box, next to Save as type. ) Warning: If you save it in a PowerPoint 2007 file format, such as PowerPoint Presentation (*.pptx) or PowerPoint Template (*.potx) , the animations won’t be retained in the saved file. Also : Because this presentation contains Flash animations, saving the template may cause a warning message to appear regarding personal information. Unless you add information to the properties of the Flash file itself, this warning does not apply to this presentation. Click OK on the message.]
  • You begin with the Start Mail Merge command and then progress to the right across the Ribbon to complete the mail merge at the Finish group.
  • At this point, you’ll see that additional commands become available on the Ribbon. You’ll learn about these commands in the next screens. For now, click Play below the image to see how to connect to a recipient list. [ Note to trainer: To play the animation when viewing the slide show, right-click the animation, then click Play . After playing the file once, you may have to click Rewind (after right-clicking) and then click Play . If you’re clicking the slide to make text enter or to advance to the next slide but nothing’s happening, click away from the animation. Sometimes you have to click twice. If you have problems viewing the animation, see the notes for the last slide in this presentation about playing an Adobe Flash animation. If you still have problems viewing the animation, the slide that follows this one is a duplicate slide with static art. Delete either the current slide or the next slide before showing the presentation.]
  • At this point, you’ll see that additional commands become available on the Ribbon. You’ll learn about these commands in the next screens. [ Note to trainer: This slide is identical to the preceding slide except that it has static art instead of an animation. Use this slide if you have problems viewing the animation. Delete either the current slide or the preceding slide before showing the presentation.]
  • There is also another command called Rules that you can use to insert special fields. A special field can be a response to a question, for example, or it can be conditional text . An example of conditional text might be inserting "she" versus "he" in a sentence.
  • Note : The Edit Individual Documents options are available only for a mail merge you intend to print. It’s not available for a mail merge you plan to distribute electronically as e-mail messages.
  • Note : If you used the Edit Individual Documents option, you can save the separate, comprehensive document also, but keep in mind that it’s going to be a larger file.
  • [ Note to trainer : With Word 2007 installed on your computer, you can click the link in the slide to go to an online practice. In the practice, you can work through each of these tasks in Word, with instructions to guide you. Important : If you don’t have Word 2007, you won’t be able to access the practice instructions.]
  • If...Then...Else... does one of two things, depending upon the condition that you specify. This is how you can insert "she" versus "he" in a sentence by using a Title (Ms or Mr) column from your recipient list. Or you can print a company address if there is information in the Company column of the recipient list, but print the home address instead if Company column is blank for any recipient. Merge Record # will print a unique number in a merged document. The number is in sequential order according to the recipients in your list. To add a field from the Rules command, you:
  • There are a number of Word fields located here that you can insert into a document to: Display information about the document, such as the document’s creation or print date, or the author’s name. For example, Date field will automatically add the current date to each merged copy of a letter. Perform some calculation or action, such as counting and displaying the number of pages in one section of a document, or prompting a document’s user to fill in text.
  • [ Note to trainer : With Word 2007 installed on your computer, you can click the link in the slide to go to an online practice. In the practice, you can work through each of these tasks in Word, with instructions to guide you. Important : If you don’t have Word 2007, you won’t be able to access the practice instructions.]
  • Transcript

    • 1. Microsoft Office ® Word 2007 TrainingMail Merge II: Use the Ribbon and perform a complex mail merge
    • 2. Course contents• Overview: Beyond merge basics• Lesson 1: Use the Ribbon to perform a mail merge• Lesson 2: Perform a more complex mail mergeEach lesson includes a list of suggested tasks and a set oftest questions.
    • 3. Overview: Beyond merge basicsYou have a detailed mailing list of yourcustomers. You want to mail a marketing letterto customers in a specific postal code, and adda personalized greeting and a note to theletter.Because it’s a long customer list, you need toknow how to sort through all the information tosend the mailing to the right customers.This course will show you how.
    • 4. Course goals• Use the Mailings tab commands to perform a mail merge.• Use Word fields to personalize form letters, e-mail messages, or to number coupons.• Perform a complex mail merge that merges several unique elements into a set of otherwise identical documents.
    • 5. Lesson 1 Use the Ribbonto perform a mail merge
    • 6. Use the Ribbon to perform a mail merge You’re already familiar with the wizard that steps you through the mail merge process.But mail merge isn’t always as simple as just adding a name or address as a field.Sometimes you need to do something a little more complicated, such as tailoring aletter to specific recipients, or adding sequential numbers to a series of coupons.You can do these merges by using the Mailings tab on the Ribbon.
    • 7. Groups and commands on the Mailings tab The Mailings tab on the Ribbon is where you can perform a mail merge by using the four groups shown in the picture.Start Mail Merge: This is the beginning point where you pick a document typeand then select, create, or edit the recipient list.Write & Insert Fields: Here’s where you can insert the fields and if necessarymap your fields to your recipient list.
    • 8. Groups and commands on the Mailings tab The Mailings tab on the Ribbon is where you can perform a mail merge by using the four groups shown in the picture.Preview Results: View the individual merged documents before youcomplete the merge.Finish: Complete the merge and combine your individual documents into onecomprehensive document, or print them out, or send them electronically.
    • 9. Step 1: Start the mail merge You may be familiar with starting the Step by Step Mail Merge Wizard by clicking the Start Mail Merge command.Using that same command you can also go directly to the type of document youwant to use in the mail merge.To start a mail merge, click the Mailings tab and the Start Mail Mergecommand. Then choose the type of document you want to use in the mail merge.
    • 10. Step 2: Select the recipients Next you connect to your recipient list by clicking Select Recipients. You can type a new recipient list, browse to select an existing list, or select your Outlook Contacts. Animation: Right-click, and click Play.When you browse to an existing list, Word will first look in the folder, My DataSources, a convenient place to keep your recipient list because it opens first. Whenyou select the file you want to use for your recipient list and click OK, you’veconnected your document to the list.
    • 11. Step 2: Select the recipients Next you connect to your recipient list by clicking Select Recipients. You can type a new recipient list, browse to select an existing list, or select your Outlook Contacts.When you browse to an existing list, Word will first look in the folder, My DataSources, a convenient place to keep your recipient list because it opens first.When you select the file you want to use for your recipient list and click OK,you’ve connected your document to the list.
    • 12. Step 3: Insert fields You’ve probably written the text that will be the same in every copy of your merge document, so this step is where you can add the Address Block or Greeting Line fields.Or, click Insert Merge Field to add any other information from your recipient listthat you want.The picture shows an example of the Address Block field in the Write & InsertFields group.
    • 13. Step 4: Preview the merged document After you’re through writing your document and inserting fields, click Preview Results to see an example of a merged document.You can look at each additional merged document by clicking the Next Record orPrevious Record arrows.Looking for a specific person? Just click Find Recipient and enter the recipient’sname.
    • 14. Step 5: Edit individual documents Your merge is ready, but you have the option to review some or all of the merged documents.Clicking Finish & Merge and then clicking Edit Individual Documents creates aseparate comprehensive document that includes every recipient in the merge.
    • 15. Step 5: Edit individual documents Your merge is ready, but you have the option to review some or all of the merged documents.Here’s where you can take a final look at each merged document—just scrollthrough the set of finished documents to review and modify them.After you’re done, you can print the finished documents immediately.
    • 16. Step 6: Print the merged documents Perhaps you skipped the option to edit individual documents and are ready to print all the merged documents.Simply click Print Documents from the Finish & Merge command. The Mergeto Printer dialog box opens, where you can choose to print all the mergeddocuments or just specific ones.If you are distributing your mail merge documents electronically, use Send E-mailMessages instead.
    • 17. Step 7: Save the documents If you plan to use the main document again for another mail merge, it’s a good idea to save it.Saving the main document means that you will keep the connection to therecipient list. When you open the document again, you will be asked if you want toconnect to the same list.
    • 18. Step 7: Save the documents Here’s how.Click the Microsoft Office Button.On the menu, click Save. Then choose a location and name for the file andclick Save again.
    • 19. Suggestions for practice1.Display the Mailings tab and start the merge.2.Connect to your recipient list and refine the list.3.Add and match fields.4.Preview and finish the merge.
    • 20. Lesson 2Perform a more complex mail merge
    • 21. Perform a more complex mail merge After you get the hang of a basic mail merge, you can try something more complex.For example, you might want to tailor your correspondence to add a personalized note in aform letter. You might also want to add a coupon and add sequential numbers, and tell somecustomers to bring in the coupon and others to mail it in to the store.Or how about making your fields stand out by formatting them in a distinctive colour or font?This is possible too.
    • 22. Perform a more complex mail merge The picture shows several types of fields that can be used in a mail merge.Address BlockGreeting LineIf...Then...Else
    • 23. Perform a more complex mail merge The picture shows several types of fields that can be used in a mail merge.Personal NoteMerge Record #
    • 24. Tailor your merge with Rules The Rules command offers a number of popular Word fields, such as If…Then… Else… and Merge Record #, that you can use to add special capability to your main document.The picture shows how to create Rules: Place the cursor where you want the field to be located in the main document. Click Rules in the Write & Insert Fields group and then click the field that you want to include in the document.
    • 25. Other fields that you can use When you are writing your main document and inserting fields, you can also use the fields that are available in the Quick Parts command on the Insert tab.To view the entire list of Word fields: Click the Insert tab, and then in the Text group, click Quick Parts and Field. To insert a field, under Field names, click the field you want to insert, and then click OK.
    • 26. Format your merged text Information from the recipient list that you merge into the main document does not have any formatting, but you can add some.To format the data in the document, select the field, and then format it by usingthe commands on the Home tab, just as you would for other text.Make sure that you include the chevrons (« ») that surround the field.
    • 27. Suggestions for practice1.Insert fields.2.Format a field.3.Preview the merged documents and complete the merge.