06 ms office
Upcoming SlideShare
Loading in...5
×
 

06 ms office

on

  • 857 views

 

Statistics

Views

Total Views
857
Views on SlideShare
814
Embed Views
43

Actions

Likes
0
Downloads
30
Comments
0

3 Embeds 43

http://www.get-a-bud.com 28
http://www.prdist.com 12
http://get-a-bud.com 3

Accessibility

Categories

Upload Details

Uploaded via as Microsoft PowerPoint

Usage Rights

© All Rights Reserved

Report content

Flagged as inappropriate Flag as inappropriate
Flag as inappropriate

Select your reason for flagging this presentation as inappropriate.

Cancel
  • Full Name Full Name Comment goes here.
    Are you sure you want to
    Your message goes here
    Processing…
Post Comment
Edit your comment
  • Before you begin: To do the practice sessions for this course, you'll need to have Microsoft Office Excel ® 2003 installed on your computer. [ Note to trainer: 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.]
  • Suppose that you need to send each of your employees a letter or e-mail message containing personal tax withholding and salary information. Or, say you're offering some merchandise at half-price to your customers, and you want to mail numbered coupons so that you can track the response rate.
  • This information is stored in a file, such as a Microsoft Office Excel worksheet or a Microsoft Office Outlook ® 2003 contacts list.
  • You only have to type this information once, regardless of how many letters you intend to print. For example, in a form letter, the address block and greeting name would be unique in each copy. [ Note to trainer: Steps—presented in either numbered or bulleted lists—are always shown in yellow text.]
  • For example, in an envelope main document, you might type your return address. Or, in a form letter main document, you might insert a company logo and type the message you want all recipients to read. Add a placeholder for delivery addresses to an envelope main document. Or, you might add a placeholder for first name after "Dear" in a form letter main document. Tip: You can also use mail merge to create directories, such as lists of all of your customers, employees, or products. Unlike labels, envelopes, and other documents you create with mail merge, where each set of unique information appears in a separate document, a directory creates one entry for each set of unique information in a single document.
  • Other examples of data files include a table you create in Microsoft Office Word 2003, a worksheet in an Excel worksheet, a Microsoft Office Access 2003 database, or even a text file.
  • Unique information, such as names and addresses, that you want to use in a mail merge must be stored in a data file. You'll learn about what types of data files you can use in a mail merge and how to set up and connect to them in the next lesson.
  • Examples of printed materials include letters, labels, envelopes, or coupons. Examples of electronic transmissions include e-mail messages and faxes you send during the merge process
  • Note: Optionally, if you're creating letters, envelopes, or labels, you can also generate a "comprehensive document" that contains all the merged documents in one file. More on this at the end of Lesson 3.
  • You know what the basic elements of a mail merge are. Now you'll learn how to set up your main document and connect it to a data file. Once you understand what these two key elements are and how they relate, you'll be able to set up and run both basic and more complex mail-merge projects.
  • You can create data files using lots of different programs. For a list of the data file types that Word can use during a mail merge, see the Quick Reference Card at the end of the course.
  • Each document represents one record and contains information from one row in the data file.
  • Tip: For the best results, set up your data file so that each column represents the smallest possible category. For example, use separate columns for First Name and Last Name rather than just a Name column. This gives you the most flexibility when you arrange fields in the main document and lets you, for example, greet customers by their first names.
  • If the data file exists, you can just connect to it during a mail merge.
  • There will be more information about the Mail Merge task pane in the following lesson.
  • You can also make changes to the records in the file by opening the Mail Merge Recipients dialog box during a merge or by opening the file in Access.
  • For example, in the letter shown on the slide, fields have been added for information stored in the Address and Name columns of a customer data file. You can also use fields to insert information that comes from your computer's operating system or that results from an action or calculation.
  • The specific information that prints or displays in an individual merged document will be from one row (record) in the data file.
  • In the image pictured in the slide, the Address Block field you can add to a letter, envelope, or label is actually a combination of several fields, including first name, last name, street address, city, and postal code.
  • To see a list of Word fields, click Field on the Insert menu. To insert a field, under Field names , click the field you want to insert, and then click OK . You can get information about how to use any field in Word Help. Just search for the name of the field.
  • Tip: Several of the Word fields that you're most likely to use in a mail merge are also available by clicking the Insert Word Field button on the Mail Merge toolbar. To see the toolbar, on the View menu, point to Toolbars , and then click Mail Merge . You'll learn more about the toolbar in the last lesson of the course.
  • [ Note to trainer: With Excel 2003 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 Excel 2003, you won’t be able to access the practice instructions.]
  • Note: If you have fax support set up on your computer and a fax modem installed, you'll also see Faxes listed as a document type in the task pane.
  • In the example on the left, Envelopes is selected. Note: You can also use the Mail Merge toolbar to perform a mail merge. However, until you're more familiar with the process, it's better to stick with the task pane. You'll learn more about the toolbar later in this course.
  • The options you see in the task pane vary according to the type of document you selected in the first step.
  • To choose an envelope format, as well as fonts for the return and delivery addresses, click the Envelope options link.
  • If you'd opened an envelope document and then opened the Mail Merge task pane, you'd use this option. Since you started with a blank document, however, which is not in envelope format, this option isn't available. You want to change the open blank document to an envelope document. After you click the Envelope options link and choose the envelope size and other options you want, the envelope document replaces the blank document.
  • Tip:  For some document types, such as letters, faxes, or directories, you'll see a Start from a template option in the task pane. Choose this option if you want to start from one of the many predesigned templates available in Word or the hundreds of templates available on Microsoft Office Online.
  • Tip: During the mail-merge process, when you connect to the data file you want to use in the merge, Word looks first for the file in a folder called My Data Sources in your My Documents folder. Therefore, it's probably most convenient to store your data files there. However, you can connect to any data file in any location on your computer or on a server.
  • For example, you might want to send a form letter to only those customers in your file with a specific postal code. Or, you might want to create a directory that includes only one product line.
  • You can also click (Nonblanks) or (Blanks) to display all the records in a category that do or do not contain information. You can always show all the records again by clicking the arrow, and then clicking (All) .
  • For an envelope, the information that stays the same is the return address you type in the upper-left corner of the main document. The unique information is the delivery address you add towards the middle of the document.
  • Clicking the Address block link adds a predesigned «AddressBlock» field to the envelope. The «AddressBlock» field is a compilation of other fields, such as First Name, Last Name, Street Address, City, State, and Postal Code. You might need to match up columns from your data file with these fields.
  • Tip: You can assemble your own address block if you prefer. Click the More items link in the Mail Merge task pane to open the Insert Merge Field dialog box, where, with the Database Fields option selected, you see a list of the column headings in your data file. You can insert any of these into your main document as a field.
  • Tip: When you preview, if you still see fields in your document instead of values for those fields, you might need to change a setting. On the Tools menu, click Options . On the Print tab, make sure the Field Codes option under Include with document is cleared.
  • Note: You're excluding a recipient only from the final merge results; you’re not deleting anything from the data file.
  • You can choose to print all of the documents you've created, just one document, or a specific range of documents. In this dialog box, you choose which records you want to merge into a new comprehensive document that contains all the merged documents.
  • After you review or modify the envelopes in this comprehensive document, you can print from there or save the document and print the envelopes later. Caution: If you create a set of merged e-mail messages, preview the messages carefully before you complete the merge. With e-mail messages, you won't have the option of creating a separate comprehensive document. After you click the Electronic Mail link in the task pane and identify the column in your data file that contains the recipients' e-mail addresses, the messages are sent.
  • [ Note to trainer: With Word 2003 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 2003, you won’t be able to access the practice instructions.]
  • For example, you might want to use several names in a greeting line. Or maybe you'd like to add sequential numbers to a series of coupons, or a personal note at the end of a form letter.
  • The first step is to choose the type of document you're merging information into. You do that by clicking the Main document setup button on the far left of the toolbar to open the Main Document Type dialog box. The Faxes option is unavailable unless you have fax support and a fax modem installed on your computer.
  • To open a template, on the File menu, click New . In the New Document task pane, under Templates , click a link to locate a template on Microsoft Office Online or on your computer.
  • Note: If you want to use your Outlook Contacts list as the data file, you'll need to connect to it through the Mail Merge task pane. Open the task pane, advance to the Select recipients step, and then click Select from Outlook contacts .
  • Tip: If you need to create a new data file, open the Mail Merge task pane, advance to the Select recipients step, and then click Type a new list .
  • Remember: Fields that serve as placeholders for information from your data file always appear in the main document surrounded by chevrons (« »).
  • Four of those fields are defined in the image in the slide. To learn more about any field you find using the Field command or Insert Word Field button, search for the field name in Word Help.
  • You also have to place a Ref field where you want the response to appear. Use this when you want to insert your response in more than one location. The text you type replaces the field in the document. Use this when you want to insert your response in just one location.
  • You can use the Merge Record # field to print a sequential record number in each merged document. This is one way of adding unique numbers to a series of coupons, for example. Or, you can use the If...Then...Else... field to add conditional information. Let's say your data file contains a Gender column, and you are printing employee contracts. You can add an If...Then...Else... field that says if the value in the Gender column is Male, say "he" here; if the value is not Male, say "she."
  • When you're performing a more complicated merge or one that results in a large number of merged documents, the preview step is essential. As you can see in the illustration in the slide, there are several buttons on the Mail Merge toolbar that are useful for previewing. Note that fields you add using the Insert Word Field button or Insert Field dialog box are not highlighted.
  • If Word couldn't match a column from your data file with a field, you can match it manually here.
  • When you're satisfied with your preview, you're ready to complete the merge.
  • If you are creating e-mail messages or faxes, the dialog box will also ask you to indicate the field in your data file that contains each recipient's e-mail address or fax number.
  • Your data file must contain a column where you list each recipient's fax number.
  • [ Note to trainer: With Word 2003 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 2003, you won’t be able to access the practice instructions.]
  • Using This Template This Microsoft PowerPoint ® template has training content about using Word 2003 to create mass mailings using mail merge. It's geared for you to present to a group and customize as necessary. This template's content is adapted from the Microsoft Office Online Training course “Use mail merge for mass mailings and more.” Features of the template Title slide: On the very first slide, there are empty brackets over which you should type the name of your company. Or you can delete the text box altogether if you don't want this text. Animations: Custom animation effects are applied throughout. They'll play in previous versions back to Microsoft PowerPoint 2000. They include the entrance effects called Peek and Stretch , and sometimes the Dissolve effect is used. To alter them, go to the Slide Show menu, click Custom Animation , and work with the options that appear. Slide transitions: The Wipe Down transition is applied throughout the show. If you want a different one, go to the Slide Show menu, click Slide Transition , and work with the options that appear. Hyperlinks to online course: The template contains links to the online version of this training course. The links take you to the hands-on practice session for each lesson and to the Quick Reference Card that is published for this course. Please take note: You must have Word 2003 installed to view the hands-on practice sessions. Headers and footers: The template contains a footer that has the course title. You can change or remove the footers in the Header and Footer dialog box (which opens from the View menu).

06 ms office 06 ms office Presentation Transcript

  • Microsoft ® Office Word 2003 Training Use mail merge for mass mailings and more Peace River Distributing presents:
  • Course contents
    • Overview: One source, many documents
    • Lesson 1: Anatomy of a mail merge
    • Lesson 2: Set up and connect to your data files
    • Lesson 3: Perform a mail merge
    • Lesson 4: Perform a more complex merge
    Use mail merge for mass mailings and more Lessons 2 – 4 have suggestions for practice tasks. All lessons include a set of test questions.
    • Creating individual letters, e-mail messages, flyers, or coupons separately could take hours. Learn how to use mail merge in Microsoft Office Word to produce envelopes and labels for mass mailings.
    Overview: One source, many documents Use mail merge for mass mailings and more With mail merge, you create one document with the information that’s the same in each copy, and add placeholders for the information that’s unique to each copy. Word takes care of the rest.
  • Course goals
    • Understand how mail merge works so you can get the results you want.
    • Set up a document for a mass mailing.
    • Perform a basic mail merge to add unique addresses to a set of otherwise identical documents.
    • Perform a more complex mail merge to merge several unique elements into a set of otherwise identical documents.
    Use mail merge for mass mailings and more
  • Lesson 1 Anatomy of a mail merge
  • Anatomy of a mail merge
    • In any mail merge, you'll deal with three different elements:
    Use mail merge for mass mailings and more Elements of mail merge
    • The main document that you start with
    • Information, such as names and addresses, that you want to merge into the main document to create a set of unique documents
    • The finished set of documents
  • Main document
    • The main document is your starting document. You set it up to be the same size and shape that you want the final letters, e-mail messages, envelopes, labels, coupons, or other documents to be. It contains:
    Use mail merge for mass mailings and more Main document with placeholders
    • Information that is identical in each copy, such as the main body text of a form letter.
    • Placeholders for unique information.
  • Main document
    • In the main document, you add the information that will be same in every copy.
    Use mail merge for mass mailings and more Main document with placeholders You also add placeholders to the main document. Placeholders indicate where the unique information will appear and what it will be.
  • Unique information
    • In a mail merge, the unique information is the information that is different in each merged copy that you create.
    Use mail merge for mass mailings and more When you perform a merge, a new document is created for each set of unique information. The unique information replaces the placeholders that you added to the main document. Merged letters with unique information
  • Unique information Use mail merge for mass mailings and more Merged letters with unique information
    • Addresses on envelopes or labels
    • Names in the greeting line of a form letter
    • Salary amounts in e-mail messages that you send to your employees
    Examples of unique information:
  • Unique information Use mail merge for mass mailings and more Merged letters with unique information
    • Personal notes about favorite products in postcards that you mail to your customers
    • Numbers on redeemable coupons
    Examples of unique information:
  • Data files
    • Data file is an umbrella term that covers a whole category of files you work with all the time.
    Use mail merge for mass mailings and more Merging information from data file to document For example, your Microsoft Office Outlook ® 2003 contacts list is a data file.
  • Data files
    • When unique information is organized in a data file, you can control where specific pieces of that information appear in a mail-merge document.
    Use mail merge for mass mailings and more The structure of a data file makes it possible to match specific pieces of that information with placeholders in the main document. Merging information from data file to document
  • Finished set of documents
    • When you finish a mail merge, you have:
    Use mail merge for mass mailings and more
    • The set of individual documents that you print or transmit electronically.
    • The main document you started with.
    A finished set of documents
  • Finished set of documents
    • Because copies of the finished set of documents are not saved, you should save the main document. Word remembers which data file you connected to the main document—when you open the main document again, you can quickly complete a new merge.
    Use mail merge for mass mailings and more A finished set of documents
  • Test 1, question 1
    • In a mail merge, what is the main document? (Pick one answer.)
    Use mail merge for mass mailings and more
    • The document you start with that contains both information that is identical for each merged copy and placeholders for unique information.
    • The first document in the set that gets created.
    • A document that contains only the information that is identical in each merged copy.
  • Test 1, question 1: Answer
    • The document you start with that contains both information that is identical for each merged copy and placeholders for unique information.
    Use mail merge for mass mailings and more The main document is your starting document, where you add all the information that will be the same in every copy as well as placeholders that indicate what the unique information will be and where it will appear.
  • Test 1, question 2
    • When you complete a merge, you automatically save a file that contains a copy of each unique merged document. (Pick one answer.)
    Use mail merge for mass mailings and more
    • True.
    • False.
  • Test 1, question 2: Answer
    • False.
    Use mail merge for mass mailings and more The finished set of documents is not saved. You should save the main document, because Word “remembers” which data file you connected to the main document. When you open the main document again, you can quickly complete a new merge.
  • Test 1, question 3
    • Why does the unique information you use in a mail merge have to be stored in data files? (Pick one answer.)
    Use mail merge for mass mailings and more
    • Data files are a special type of file you use only to work with mail merge.
    • Data files organize information in a way that lets you match specific pieces of that information with specific placeholders in the main document.
    • Data files are designed to hold a lot of information.
  • Test 1, question 3: Answer
    • Data files organize information in a way that lets you match specific pieces of that information with specific placeholders in the main document.
    Use mail merge for mass mailings and more It's the structured way that information is organized in data files that makes it possible for you to put information from one cell in that file into one unique document.
  • Lesson 2 Set up and connect to your data files
  • Set up and connect to your data files
    • Data files, such as Excel spreadsheets and Outlook Contacts files, along with fields , such as «Name» and «Street Address», are the heart and soul of mail merge.
    • They work together to get unique information into each merged copy.
    Use mail merge for mass mailings and more A data file and its fields
  • More about data files
    • A data file (sometimes called a data source or data list) is any file that organizes information into columns and rows. See the image on the left.
    Use mail merge for mass mailings and more Example data file
    • Columns in a data file represent categories of information.
    • Each row represents one complete record.
  • More about data files
    • The columns in a data file represent categories :
    Use mail merge for mass mailings and more Example data file
    • For example, in a customer data file, like the one on the left, you might have columns for Name, Last Name, and Street Address.
  • More about data files
    • Each row in a data file represents a complete record :
    Use mail merge for mass mailings and more Example data file
    • In the customer data file, for example, one row contains all the information about one customer: the customer's name and address.
    It's these columns and rows that make it possible to get unique information into documents during a mail merge.
  • More about data files
    • With the main document open, you:
    Use mail merge for mass mailings and more Example data file
    • Connect, or link, to the data file that contains the unique information.
    • Add placeholders, called fields, to the main document for each category (column) of unique information that you want to include.
    • Complete the merge to create a set of unique documents.
  • More about data files
    • See the image at left.
    Use mail merge for mass mailings and more Example data file
    • Columns in a data file represent categories of information.
    • Each row represents one complete record.
  • Where data files come from
    • In many cases, the data file that you want to use for a mail merge will already exist. For example, you might have access to a data file that lists:
    Use mail merge for mass mailings and more
    • Customer or contact names, addresses, and more.
    • The products or services your company offers.
    • Information about your employees.
  • Where data files come from
    • But don't worry if you don't have a data file yet. The mail-merge process includes a step where you can create a data file from scratch.
    Use mail merge for mass mailings and more
    • In the Mail Merge task pane, select the Type a new list option, and then click Create .
    • The New Address List dialog box appears with a list of column headings.
  • Where data files come from
    • The new file is saved as a mailing database (.mdb) file in the My Data Sources folder, which is located in your My Documents folder.
    Use mail merge for mass mailings and more You can reuse the file for future mail merges.
  • Fields, defined
    • Officially, a field is a set of codes that instructs Word to insert information into a document automatically. Informally, you can think of fields as placeholders.
    Use mail merge for mass mailings and more In a mail merge, you'll mostly use fields as placeholders for information that comes directly from a data file. A field representing data is surrounded by chevrons (« »).
  • Fields that insert data file information
    • Fields that insert data file information correspond to column headings from your data file.
    • By putting a field in a document, you indicate that you want a certain category of information, such as last name, city, or personal note, to appear in that location.
    Use mail merge for mass mailings and more Elements in an Address Block field
  • Fields that insert data file information
    • Some fields you might use in a mail merge are actually made up of other fields. You can combine fields and separate them by punctuation marks. For example, to create an address, you could set up fields in your document like this:
    Use mail merge for mass mailings and more «Name» «Surname» «Address» «City», «State» «Zip» Elements in an Address Block field
  • Fields that insert data file information
    • You can also control how unique information looks in merged documents by formatting fields.
    Use mail merge for mass mailings and more Elements in an Address Block field
  • Fields that insert data file information
    • For example, you might want names to be bold or colored red:
    Use mail merge for mass mailings and more
    • In the main document, select the field, including the surrounding chevrons (« »).
    • On the Format menu, click Font , Paragraph , or another command you want, and choose formatting options.
    Elements in an Address Block field
  • Other fields
    • There are a number of other fields in Word (called Word fields) that you can insert into a document, to:
    Use mail merge for mass mailings and more
    • Display information about the document, such as the document's creation or print date or the author's name.
    • 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.
    The Field dialog box
  • Other fields
    • For example, you could use:
    Use mail merge for mass mailings and more
    • A Date field to automatically add the current date to each merged copy of a form letter.
    • A PrintDate field combined with a Merged Record # field to add a unique number to each copy of an invoice.
    The Field dialog box
  • Other fields
    • For example, you could use:
    Use mail merge for mass mailings and more
    • An If...Then...Else... field to print a company address in a letter if there is information in the Company column of a data file for a particular record, or to print a home address instead if there is no company information.
    The Field dialog box
  • Suggestions for practice
    • Break the Name column into two columns.
    • Create a Personal Note column.
    • Save the Excel worksheet.
    • Set up a basic mail merge.
    • Experiment with fields.
    Use mail merge for mass mailings and more Online practice (requires Excel 2003)
  • Test 2, question 1
    • What is the relationship between your data file and the fields you insert into the main document? (Pick one answer.)
    Use mail merge for mass mailings and more
    • There is no relationship.
    • Fields are equivalent to categories (column headings) in the data file.
    • Each field represents one cell in the data file.
  • Test 2, question 1: Answer
    • Fields are equivalent to categories (column headings) in the data file.
    Use mail merge for mass mailings and more Adding a field to the main document means that information stored in the corresponding column in your data file will appear in the merged documents.
  • Test 2, question 2
    • How can you distinguish a data file field from other text in a main document? (Pick one answer.)
    Use mail merge for mass mailings and more
    • Data file fields are always formatted as bold text.
    • Data file fields are italicized.
    • Data file fields are surrounded by chevrons (« »).
  • Test 2, question 2: Answer
    • Data file fields are surrounded by chevrons (« »).
    Use mail merge for mass mailings and more Just scan for those chevrons when you're looking for the data file fields in your main document.
  • Test 2, question 3
    • You must have an existing data file in order to perform a mail merge. (Pick one answer.)
    Use mail merge for mass mailings and more
    • True.
    • False.
  • Test 2, question 3: Answer
    • False.
    Use mail merge for mass mailings and more You can create a data file during the mail-merge process.
  • Lesson 3 Perform a mail merge
  • Perform a mail merge
    • In this lesson, you'll walk through the process of performing a mail merge.
    • While some details differ depending on what document type you're creating, the process remains essentially the same.
    Use mail merge for mass mailings and more An addressed envelope created with mail merge
  • Get set up
    • To perform a mail merge, start Word. Then:
    Use mail merge for mass mailings and more The Mail Merge task pane
    • On the Tools menu, point to Letters and Mailings , and then click Mail Merge .
    • The Mail Merge task pane opens.
    The task pane leads you through the steps to complete a merge.
  • Get set up
    • The task pane opens with a question, asking the document type into which you want to merge information:
    Use mail merge for mass mailings and more The Mail Merge task pane
    • Click the Next links at the bottom of the task pane to move through the mail-merge process.
    • If you need to back up a step, click the Previous link.
  • Choose the main document
    • In the previous step, you selected the type of document you're creating (envelopes).
    • The second step is to choose the main document—the starting document you want to use to set up your envelopes.
    Use mail merge for mass mailings and more Select document type setup
  • Choose the main document
    • This is how the task pane looks when you start the mail-merge process from a blank document or from any document not in envelope format.
    Use mail merge for mass mailings and more Select document type setup
  • Choose the main document
    • The options for envelopes are shown in the picture:
    Use mail merge for mass mailings and more
    • Use the current document : Current document means the document currently open on your screen.
    • Change document layout : This option is selected because a blank document was open when you opened the Mail Merge task pane.
    Select document type setup
  • Choose the main document
    • The options for envelopes are shown in the picture:
    Use mail merge for mass mailings and more
    • Start from existing document : If you have a previously saved envelope document that you want to use for the mail merge, but you started out with a blank document, select this option to replace the blank document with your envelope document.
    Select document type setup
  • Connect to a data file
    • In this step, you connect to the data file where the unique information you want to merge into your documents is stored.
    • You have three options. You can:
    Use mail merge for mass mailings and more
    • Use an existing list.
    • Select from Outlook contacts.
    • Type a new list.
    Select recipients means choose the data file you want.
  • Connect to a data file
    • Use an existing list : If you already have a data file that contains the information you want to merge, select this option. Then, click the Browse link in the task pane to locate and open that file.
    Use mail merge for mass mailings and more Select recipients means choose the data file you want.
  • Connect to a data file
    • Select from Outlook contacts : If you want to use your Outlook Contacts list as your data file, select this option. Then, click the Choose Contacts Folder link to locate and open the correct Contacts list folder.
    Use mail merge for mass mailings and more Select recipients means choose the data file you want.
  • Connect to a data file
    • Type a new list : If you don't have an appropriate data file and want to create one, select this option. For more details about creating your own data file, see the previous lesson in this course.
    Use mail merge for mass mailings and more Select recipients means choose the data file you want.
  • Choose the records you want to use
    • After you connect to a data file, you choose which records (rows) from the file you actually want to use in your merge.
    • You do all this choosing, sorting, and filtering of data file records in the Mail Merge Recipients dialog box that appears after you connect to or create a data file.
    Use mail merge for mass mailings and more Mail Merge Recipients dialog box
  • Choose the records you want to use
    • In the Mail Merge Recipients dialog box, you can:
    Use mail merge for mass mailings and more
    • Sort the list, such as alphabetically, by clicking a category (column) heading.
    • Filter the list by clicking the arrow beside the heading, and then clicking the value by which you want to filter (like a specific postal code).
    Mail Merge Recipients dialog box
  • Choose the records you want to use
    • In the Mail Merge Recipients dialog box, you can:
    Use mail merge for mass mailings and more
    • Clear a check box next to a record to exclude that record from the merge.
    • Use the buttons to select or exclude all the records or to find specific records.
    Mail Merge Recipients dialog box
  • Arrange the main document
    • Arranging the main document means putting content into the document. That content consists of:
    Use mail merge for mass mailings and more
    • Information that stays the same in each merged copy.
    • Fields (placeholders) for the information that is unique in each merged copy.
    Steps to insert an Address Block field
  • Arrange the main document
    • The quickest way to add address fields is:
    Use mail merge for mass mailings and more
    • Click the Address block link in the Mail Merge task pane to add a composite «AddressBlock» field to your document.
    • The Insert Address Block dialog box appears, where you have an opportunity to specify address elements and the format for the recipient's name.
    Steps to insert an Address Block field
  • Arrange the main document Use mail merge for mass mailings and more
    • If you're sending international mail, leave Format address according to the destination country/region selected to ensure that the address will be formatted correctly.
    Steps to insert an Address Block field
    • To avoid errors in the address block, click Match Fields to manually match columns from your data file with address elements in the «AddressBlock» field.
  • Preview
    • After you've added all the content and fields to the main document, you're ready to preview how the merged documents look.
    • When you click the Next link at the bottom of the task pane to move to the preview step in the mail-merge process, the first merged document appears.
    Use mail merge for mass mailings and more You can preview the results before completing the merge.
  • Preview
    • Depending upon how the first document looks, you have a number of choices:
    Use mail merge for mass mailings and more
    • If things don't look right, click the Previous link at the bottom of the task pane. By returning to the previous step, you can add, delete, or match fields, or make other corrections so that the information is displayed correctly.
    You can preview the results before completing the merge.
  • Preview Use mail merge for mass mailings and more
    • If things look good, click the double-right-arrow button at the top of the task pane to page through a few more of the merged documents.
    You can preview the results before completing the merge.
    • If you want to view the merged document for a particular record (row from your data file), click the Find a recipient link to search for that record.
  • Preview Use mail merge for mass mailings and more
    • As you page through the documents, you can exclude any record from the merge by clicking Exclude this recipient .
    You can preview the results before completing the merge.
    • If you realize that the merge includes some records you don't want to include, click the Edit recipient list link to open the Mail Merge Recipients dialog box. You can use this dialog box to narrow the record list.
  • Complete the merge
    • When you're satisfied with previews of the merged documents, you're ready to print the final results.
    Use mail merge for mass mailings and more
    • Click Print to open the Merge to Printer dialog box.
    • Or
    • Click Edit individual envelopes to open the Merge to New Document dialog box.
    Steps to complete the merge
  • Complete the merge
    • If you still don’t want to print without having one more chance to review the results, or if you want to customize selected documents, you can click the Edit individual envelopes link in the task pane.
    Use mail merge for mass mailings and more This creates a separate comprehensive document that contains all the merged copies, one per page or section, in a new Word document. Steps to complete the merge
  • Complete the merge
    • If you think you might do a similar merge in the future, it's a good idea to save the main document. Saving the main document also saves the connection between it and the data file. The next time you open the main document, you'll see information from the first data file record already merged. You can quickly complete the merge or connect to a different file.
    Use mail merge for mass mailings and more Steps to complete the merge
  • Suggestions for practice
    • Open the Mail Merge task pane, and choose a document type and main document.
    • Connect to your data file and choose the records you want to use.
    • Type content, and insert fields.
    • Preview and match fields.
    • Complete the merge.
    Use mail merge for mass mailings and more Online practice (requires Word 2003)
  • Test 3, question 1
    • How do you open the Mail Merge task pane? (Pick one answer.)
    Use mail merge for mass mailings and more
    • On the File menu, click Open , and then locate the task pane file.
    • On the Tools menu, point to Letters and Mailings , and then click Mail Merge .
    • On the View menu, point to Toolbars , and then click Mail Merge .
  • Test 3, question 1: Answer
    • On the Tools menu, point to Letters and Mailings , and then click Mail Merge .
    Use mail merge for mass mailings and more
  • Test 3, question 2
    • Why is it important to match fields? (Pick one answer.)
    Use mail merge for mass mailings and more
    • If Word can't match fields in an Address block with column headings in your data file, you'll see errors in your merged documents.
    • If you don't match fields, you won't be able to preview the merged documents.
    • You match fields after you preview the merged documents in order to complete the merge.
  • Test 3, question 2: Answer
    • If Word can't match fields in an Address block with column headings in your data file, you'll see errors in your merged documents.
    Use mail merge for mass mailings and more
  • Test 3, question 3
    • Once you choose to preview your documents, the merge is complete and you can't make changes. (Pick one answer.)
    Use mail merge for mass mailings and more
    • True.
    • False.
  • Test 3, question 3: Answer
    • False.
    Use mail merge for mass mailings and more Preview gives you a chance to look at your merged documents before the merge is complete. You can go back to the previous step in the process and correct anything that needs fixing.
  • Lesson 4 Perform a more complex merge
  • Perform a more complex merge
    • Mail merge isn't always as simple as just adding an address. Sometimes you need to do something a little more complicated.
    • When you're familiar with the Mail Merge task pane, or you're doing a more complicated merge, you can use the Mail Merge toolbar, where there are some options you can't find in the task pane.
    Use mail merge for mass mailings and more The Mail Merge toolbar
  • Get started with the toolbar
    • After you open the Mail Merge toolbar, you're ready to start stepping through the mail-merge process using the toolbar buttons. You can proceed from left to right across the toolbar.
    Use mail merge for mass mailings and more Main document setup and dialog box
  • Get started with the toolbar
    • In the dialog box, if you choose:
    Use mail merge for mass mailings and more
    • Letters , Faxes , or Directory , you can either start with a blank document or with a template.
    • Envelopes or Labels , the Envelope Options or Label Options dialog box appears, where you can set up the main document.
    • E-mail messages , a properly formatted main document opens.
    Main document setup and dialog box
  • Get started with the toolbar
    • Tips:
    Use mail merge for mass mailings and more
    • The Normal Word document option is useful when you open a document that you previously used in a mail merge. If you want to save the content of the document but don't want it to be connected to the data file anymore, click the Main document setup button, and then click this option.
    Main document setup and dialog box
  • Get started with the toolbar Use mail merge for mass mailings and more
    • If you already have a document set up that you want to merge information into, you can just open that document and skip clicking the Main document setup button.
    Main document setup and dialog box
  • Connect to a data file and choose records
    • You use the Open Data Source and Mail Merge Recipients buttons on the toolbar to:
    Use mail merge for mass mailings and more Buttons on the Mail Merge toolbar
    • Connect to the data file that contains the unique information you want to merge.
    • Choose the records from the file that you want to use.
  • Connect to a data file and choose records Use mail merge for mass mailings and more
    • To locate and open your data file, click the Open Data Source button.
    Buttons on the Mail Merge toolbar
    • To filter and sort the records you want to include in the merge, click the Mail Merge Recipients button.
  • Add fields to the main document
    • Now, you're ready to arrange your main document by:
    Use mail merge for mass mailings and more
    • Typing any content that will be the same in each merged copy, such as a return address or the body of a form letter or e-mail message.
    • Adding fields for unique information.
  • Add fields to the main document
    • For your convenience, there are separate toolbar buttons devoted to adding Address Block and Greeting Line fields. There is also a button called Insert Merge Fields .
    Use mail merge for mass mailings and more By clicking this button, you can add any column heading from your data file to your main document as a field.
  • Add fields to the main document Use mail merge for mass mailings and more
    • Position the pointer in the main document where you want an address to appear, and then click the Insert Address Block button to choose the format for (and to add) an «AddressBlock» field.
    • Position the pointer in the main document where you want a greeting to appear, and then click the Insert Greeting Line button to add a «GreetingLine» field.
  • Add fields to the main document Use mail merge for mass mailings and more
    • Position the pointer in the main document where you want a field corresponding to a data file column to appear, and then click the Insert Merge Field button.
    • In the Insert Merge Field dialog box that appears, select Database fields . This displays the column headings from your data file. Choose the column heading you want to insert as a field, and click Insert .
  • Add fields to the main document Use mail merge for mass mailings and more Let's say you’re creating form letters for your employees to inform them of their current salaries. In your data file, each employee's salary is listed in a column called Current Salary. If you insert a «Current_Salary» field in the main document, each employee's salary amount will appear in his or her copy of the form letter.
  • Add other fields
    • While you can insert any Word field by clicking Field on the Insert menu, you can also use the handy Insert Word Field button on the Mail Merge toolbar to insert a few Word fields most useful for mail merge.
    Use mail merge for mass mailings and more Insert Word Field button on Mail Merge toolbar
  • Add other fields Use mail merge for mass mailings and more
    • Ask prompts you to enter information each time Word merges a new document, and associates a bookmark with the response.
    Insert Word Field button on Mail Merge toolbar
    • Fill-in prompts you to enter information each time Word merges a new document.
  • Add other fields Use mail merge for mass mailings and more
    • If...Then...Else... does one of two alternative actions, depending upon a condition.
    Insert Word Field button on Mail Merge toolbar
    • Merge Record # prints the record number in each resulting merged document. The number reflects the sequential order of the data records you selected for a merge.
  • Add other fields
    • Or, you might use a Fill-in field if you want to type information, such as a client's name or a product number, in each merged document in response to a prompt.
    Use mail merge for mass mailings and more Insert Word Field button on Mail Merge toolbar
  • Preview
    • There are several buttons on the Mail Merge toolbar that are useful at the preview stage of a merge.
    Use mail merge for mass mailings and more
    • View Merged Data : Click once to display merge results. Click again to display fields.
    • Highlight Merge Fields : Click to highlight fields in a document. Click again to turn off highlighting.
    Preview buttons on the Mail Merge toolbar
  • Preview Use mail merge for mass mailings and more
    • Match Fields : Click to open the Match Fields dialog box.
    Preview buttons on the Mail Merge toolbar
    • First Record, Previous Record, Go to Record, Next Record, Last Record : Click a button or type a number to locate a specific merged document.
    • Find Entry : Click to open the Find Entry dialog box. You can find merged documents that contain specific information.
  • Preview
    • Your preview process might go something like this:
    Use mail merge for mass mailings and more
    • Click the View Merged Data button to take a quick look at the first merged document.
    • If there is information missing, click the Match Fields button to match columns from your data file with fields in the main document.
    Preview buttons on the Mail Merge toolbar
  • Preview Use mail merge for mass mailings and more
    • When things look good in the first document, use the Next Record button to page through a few more merged documents.
    Preview buttons on the Mail Merge toolbar
    • If you merged a large number of documents, type numbers in the Go to Record box, and then press ENTER to check random documents in the set.
  • Complete the merge
    • When you click any of the merge buttons, you open a dialog box similar to this.
    • This is your last opportunity to limit the records you want to include in the final merge. If you choose Current record , you can produce just one document to see how it looks before you produce the entire batch.
    Use mail merge for mass mailings and more The Merge to Printer dialog box
  • Complete the merge
    • You complete the merge by clicking one of the following merge buttons on the Mail Merge toolbar:
    Use mail merge for mass mailings and more
    • Merge to New Document : Create a new comprehensive document that contains all of the merged documents you just created, with one merged document per page or section.
    The Merge to Printer dialog box
  • Complete the merge Use mail merge for mass mailings and more
    • Merge to Printer : Print the merged documents.
    The Merge to Printer dialog box
    • Merge to E-mail : Send merged e-mail messages. Your data file must contain a column where you list each recipient's e-mail address.
    • Merge to Fax : Merge and send faxes. This button is available only if you have fax software and a fax modem installed.
  • Suggestions for practice
    • Display the Mail Merge toolbar, and choose the document type.
    • Connect to your data file.
    • Add fields: address block, greeting line, personal note, conditional field for coupon instructions; add a number to the coupon.
    • Preview the merged letters.
    Use mail merge for mass mailings and more Online practice (requires Word 2003)
  • Test 4, question 1
    • How do you display the Mail Merge toolbar? (Pick one answer.)
    Use mail merge for mass mailings and more
    • On the Tools menu, point to Letters and Mailings , and then click Mail Merge .
    • On the Tools menu, click Options .
    • On the View menu, point to Toolbars , and then click Mail Merge .
  • Test 4, question 1: Answer
    • On the View menu, point to Toolbars , and then click Mail Merge .
    Use mail merge for mass mailings and more You're ready to try a complex merge.
  • Test 4, question 2
    • What can you do in the Mail Merge task pane that you can't do using the Mail Merge toolbar? (Pick one answer.)
    Use mail merge for mass mailings and more
    • Connect to your Outlook Contacts list as a data file and create a new data file.
    • Insert address block and greeting line fields.
    • Preview your merged documents and complete the merge.
  • Test 4, question 2: Answer
    • Connect to your Outlook Contacts list as a data file and create a new data file.
    Use mail merge for mass mailings and more You can't do either of these things using the toolbar. You have to use the task pane.
  • Test 4, question 3
    • In addition to data file fields, you can insert Word fields into a main document. Where can you find a complete list of these Word fields? (Pick one answer.)
    Use mail merge for mass mailings and more
    • On the Mail Merge toolbar, click the Insert Word Field button.
    • On the Insert menu, click Field to open the Field dialog box.
    • On the File menu, click Open , and then locate the Fields folder.
  • Test 4, question 3: Answer
    • On the File menu, click Open , and then locate the Fields folder.
    Use mail merge for mass mailings and more The Field dialog box is the place to go to see what Word fields exist and to insert them into a document.
  • Quick Reference Card
    • For a summary of the tasks covered in this course, view the Quick Reference Card .
    Use mail merge for mass mailings and more
  • USING THIS TEMPLATE See the notes pane or view the full notes page ( View menu) for detailed help on this template.