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Mail Merge wizardry

Making mass mailings
easy with Microsoft
Word’s
mail merge wizard
Goals of this session
At the end of this session, you will…
1.Understand the basics of a mail-merge.
2.Be able to create a...
About me
Susie Sargent
Advancement Professional with 13 years of Microsoft Office
experience.
Why I use Mail Merges
Susie Sargent
Advancement Professional with 13 years of Microsoft Office
experience.
Why I use Mail Merges
Susie Sargent
Advancement Professional with 13 years of Microsoft Office
experience.

Advancement=Fu...
Why I use Mail Merges
Susie Sargent
Advancement Professional with 13 years of Microsoft Office
experience.
Asking for mone...
What is a mail merge?
Getting Started: Word
Document
Open a new word document and begin composing your letter.
Composed: Word Document
When you finish composing the Word document (don’t forget
to save!) now note what fields you need ...
Data Source: Table
Now you will open a new Word file (or Excel file, or database,
etc.). I will go to insert->table, and d...
Data Source: Table
Fill in the data for each patron you wish to send a letter to…
Data Source: Table
When you finish your data list, save the document (don’t forget
under what name and where it is saved!)
Merge Document
Switch back to your letter. From the top dropdown menus,
select Mailings->Start mail merge. Choose the opti...
Merge Document
Make sure the “Letters” radio button is selected, then click on
Next: Starting document
Merge Document
Make sure the “Use current
document” radio button is selected,
then click on -> Next: Select
recipients
Merge Document
Make sure the “Use an existing list”
radio button is selected, then click on
Browse to search for the data ...
Merge Document
Make sure the “Use an existing list” radio button is selected, then
click on Browse to search for the data ...
Merge Document
Click ->Next: Write your letter. Now, highlight the first field that you
would like to replace. That would ...
Merge Document
Repeat this for other fields – Address, City, State and Zip, and so on
from the “More items” selection. Not...
Merge Document
Select “Preview your letters” from the wizard to see how they look.
This gives you the opportunity to see i...
Merge Document
For example, I decide I want to call out the Title information with bold
in the original document, so I sel...
Merge Document
I make my changes, and then I move forward to preview the merge
with my changes. I am satisfied, so I’m rea...
MergeD Document
MergeD Document
Now, you can immediately print your letters, or if you want to
review them and/or save them for another ti...
Review your letters
Now, you can immediately print your letters, or if you want to
review them and/or save them for anothe...
Envelopes
We’re not done yet…unless you like hand-addressing your
envelopes!a new Word document.
1. Start

2. What next?
Envelopes
Select Envelopes instead of Letters
Envelopes
Click on “Envelope options” to set the size of your envelope (#10 is the
usual letter sized envelope
Envelopes
Type in your return address, as this will be the same on each
envelope.
Envelopes
Just like for the letters, you will select “Use
an existing list”. Browse to find the list you
saved for the let...
Envelopes
Just like the letters, you will arrange your
merge fields on the envelope from the “More
items…” selection. Then...
Envelopes
Now you preview your letters. When it looks
good, select Next: Complete the merge
Envelopes
Further Resources
Microsoft Office Support: http://support.microsoft.com/kb/294683
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Mail merge wizardry

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  • Transcript of "Mail merge wizardry "

    1. 1. Mail Merge wizardry Making mass mailings easy with Microsoft Word’s mail merge wizard
    2. 2. Goals of this session At the end of this session, you will… 1.Understand the basics of a mail-merge. 2.Be able to create a data source and document of your own. 3.Successfully merge the documents. 4.Feel like a mail merge wizard!
    3. 3. About me Susie Sargent Advancement Professional with 13 years of Microsoft Office experience.
    4. 4. Why I use Mail Merges Susie Sargent Advancement Professional with 13 years of Microsoft Office experience.
    5. 5. Why I use Mail Merges Susie Sargent Advancement Professional with 13 years of Microsoft Office experience. Advancement=Fundraising
    6. 6. Why I use Mail Merges Susie Sargent Advancement Professional with 13 years of Microsoft Office experience. Asking for money, thanking donors for money, inviting donors to events, sending news to alumni, personalizing messages…
    7. 7. What is a mail merge?
    8. 8. Getting Started: Word Document Open a new word document and begin composing your letter.
    9. 9. Composed: Word Document When you finish composing the Word document (don’t forget to save!) now note what fields you need in your data source.
    10. 10. Data Source: Table Now you will open a new Word file (or Excel file, or database, etc.). I will go to insert->table, and draw a table with seven columns to map with the seven fields of variable info in my letter. I type in the headings.
    11. 11. Data Source: Table Fill in the data for each patron you wish to send a letter to…
    12. 12. Data Source: Table When you finish your data list, save the document (don’t forget under what name and where it is saved!)
    13. 13. Merge Document Switch back to your letter. From the top dropdown menus, select Mailings->Start mail merge. Choose the option “Stepby-step mail merge wizard.” The wizard will open up in a pop up or to the right of your screen.
    14. 14. Merge Document Make sure the “Letters” radio button is selected, then click on Next: Starting document
    15. 15. Merge Document Make sure the “Use current document” radio button is selected, then click on -> Next: Select recipients
    16. 16. Merge Document Make sure the “Use an existing list” radio button is selected, then click on Browse to search for the data file we saved. Open the file.
    17. 17. Merge Document Make sure the “Use an existing list” radio button is selected, then click on Browse to search for the data file we saved. Open the file. Depending on your version of Microsoft Word, you may get this box, which gives you the option to select which records to include. Click OK.
    18. 18. Merge Document Click ->Next: Write your letter. Now, highlight the first field that you would like to replace. That would be “Mailing Name.” From the wizard, choose “More items” to select from. Click “Mailing_name” and Insert.
    19. 19. Merge Document Repeat this for other fields – Address, City, State and Zip, and so on from the “More items” selection. Note you may have to adjust the placement and spacing, as inserting these fields sometimes sets off the formatting.
    20. 20. Merge Document Select “Preview your letters” from the wizard to see how they look. This gives you the opportunity to see if you need to go back a step and adjust spacing, or catch any errors.
    21. 21. Merge Document For example, I decide I want to call out the Title information with bold in the original document, so I select “Previous: Write your letter” from the wizard to go back and change the formatting.
    22. 22. Merge Document I make my changes, and then I move forward to preview the merge with my changes. I am satisfied, so I’m ready to hit the “Next: Complete the merge” magic.
    23. 23. MergeD Document
    24. 24. MergeD Document Now, you can immediately print your letters, or if you want to review them and/or save them for another time, choose the “Edit individual letters” option
    25. 25. Review your letters Now, you can immediately print your letters, or if you want to review them and/or save them for another time, choose the “Edit individual letters” option. This will open a new document – your merged letters!
    26. 26. Envelopes We’re not done yet…unless you like hand-addressing your envelopes!a new Word document. 1. Start 2. What next?
    27. 27. Envelopes Select Envelopes instead of Letters
    28. 28. Envelopes Click on “Envelope options” to set the size of your envelope (#10 is the usual letter sized envelope
    29. 29. Envelopes Type in your return address, as this will be the same on each envelope.
    30. 30. Envelopes Just like for the letters, you will select “Use an existing list”. Browse to find the list you saved for the letters, and select OK.
    31. 31. Envelopes Just like the letters, you will arrange your merge fields on the envelope from the “More items…” selection. Then Next: Preview your envelopes
    32. 32. Envelopes Now you preview your letters. When it looks good, select Next: Complete the merge
    33. 33. Envelopes
    34. 34. Further Resources Microsoft Office Support: http://support.microsoft.com/kb/294683
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