Mail Merge
Select document type
1. In the Mail Merge task
pane, click Letters. This will allow you to send letters to a group
of people and personalize the results of the letter that each person receives.
2. Click Next:
Starting document.
Select the starting
document
1. Click one of the
following options:
o
Use the current document: Use the currently open
document as your main document.
o
Start from a template: Select one of the ready-to-use mail merge
templates.
o
Start from existing document: Open an existing
document to use as your mail merge main document.
2. In the Mail Merge task
pane, click Next: Select recipients.
Select recipients
When you open or create a data source by using the Mail
Merge Wizard, you are telling Word to use a specific set of variable
information for your merge. Use one of the following methods to attach the main
document to the data source.
Method 1: Use an existing
data source
To use an existing data source, follow these steps:
1. In the Mail Merge task
pane, click Use an existing list.
2. In the Use an
existing list section, click Browse.
3. In the Select
Data Source dialog box, select the file that contains the variable
information that you want to use, and then click Open.
Note If the data source is not listed in the list of files, select the appropriate drive and folder. If necessary, select the appropriate option in the All Data Sources list. Select the file, and then click Open.
Word displays the Mail Merge Recipients dialog box. You can sort and edit your data if you want to.
Note If the data source is not listed in the list of files, select the appropriate drive and folder. If necessary, select the appropriate option in the All Data Sources list. Select the file, and then click Open.
Word displays the Mail Merge Recipients dialog box. You can sort and edit your data if you want to.
4. Click OK to
return to the main document.
5. Save the main document.
When you save the main document at this point, you are also saving the data source and attaching the data source to the main document.
When you save the main document at this point, you are also saving the data source and attaching the data source to the main document.
6. Type the name that you
want to give to your main document, and then click Save.
Method 2: Use names from
a Microsoft Outlook Contacts List
To use an Outlook Contact List, follow these steps:
1. In the Mail Merge task
pane, click Next: Select recipients.
2. Click Select from
Outlook contacts.
3. In the Select
from Outlook contacts section, click Choose Contacts Folder.
4. In the Select
Contact List Folder dialog box, select the Outlook contacts folder
that you want, and then click OK.
Word displays the Mail Merge Recipients dialog box. You can sort and edit your data if you want.
Word displays the Mail Merge Recipients dialog box. You can sort and edit your data if you want.
5. Click OK to
return to the main document.
Method 3: Create a
database of names and addresses
To create a new database, follow these steps:
1. In the Mail Merge task
pane, click Next: Select Recipients.
2. Click Type a new
list.
3. Click Create.
The New Address List dialog box appears. In this dialog box, enter the address information for each record. If there is no information for a particular field, leave the box blank.
By default, Word skips blank fields. Therefore, the merge is not affected if blank entries are in the data form. The set of information in each form makes up one data record.
The New Address List dialog box appears. In this dialog box, enter the address information for each record. If there is no information for a particular field, leave the box blank.
By default, Word skips blank fields. Therefore, the merge is not affected if blank entries are in the data form. The set of information in each form makes up one data record.
4. After you type the
information for a record, click New Entry to move to the next
record.
To delete a record, click Delete Entry. To search for a specific record, click Find Entry. To customize your list, clickCustomize. In the Customize Address List dialog box, you can add, delete, rename, and reorder the merge fields.
To delete a record, click Delete Entry. To search for a specific record, click Find Entry. To customize your list, clickCustomize. In the Customize Address List dialog box, you can add, delete, rename, and reorder the merge fields.
5. In the New
Address List dialog box, click OK. In the Save
Address List dialog box, type the name that you want to give to your
data source in the File name box, and then click Save.
6. In the Mail Merge
Recipients dialog box, make any changes that you want, and then click OK.
7. Click Next: Write
your letter to finish setting up your letter.
8. Save the main document.
When you save the main document at this point, you are also saving the data source and attaching the data source to the main document.
When you save the main document at this point, you are also saving the data source and attaching the data source to the main document.
9. Type the name that you
want to give to your main document, and then click Save.
To proceed to the next step, click Next: Write your
letter.
Write your letter
In this step, you set up your main document.
1. Type or add any text and
graphics that you want to include in your letter.
2. Add the field codes where
you want the variable information to appear. In the Mail Merge task
pane, you have four options:
o
Address block: Use this option to insert a formatted
address.
o
Greeting line: Use this option to insert a formatted
salutation.
o
Electronic postage: Use this option to insert electronic
postage.
Note This option requires that you have a postage software program installed on your computer.
Note This option requires that you have a postage software program installed on your computer.
o
More items: Use this option to insert individual
merge fields. When you click More Items, the Insert Merge
Fielddialog box appears.
Note Make sure that your cursor is where you want to insert the information from your data source before you click More Items.
In the Insert Merge Field dialog box, click the merge field that you want to use, and then click Insert.
Note You can insert all of your fields and then go back and add any spaces or punctuation. Alternatively, you can insert one field at a time, close the Insert Merge Fields dialog box, add any spaces or punctuation that you want, and then repeat this step for each additional merge field that you want to insert. You can also format (apply bold or italic formatting to) the merge fields, just like regular text.
Note Make sure that your cursor is where you want to insert the information from your data source before you click More Items.
In the Insert Merge Field dialog box, click the merge field that you want to use, and then click Insert.
Note You can insert all of your fields and then go back and add any spaces or punctuation. Alternatively, you can insert one field at a time, close the Insert Merge Fields dialog box, add any spaces or punctuation that you want, and then repeat this step for each additional merge field that you want to insert. You can also format (apply bold or italic formatting to) the merge fields, just like regular text.
3. When you finish editing
the main document, click Save or Save As on
the File menu.
Note In Word 2007, click the Microsoft Office Button, and then click Save or Save As.
Name the file, and then click Save. To proceed to the next step, click Next: Preview your letters.
Note In Word 2007, click the Microsoft Office Button, and then click Save or Save As.
Name the file, and then click Save. To proceed to the next step, click Next: Preview your letters.
Preview your letters
This step allows you to preview your merged data, one
letter at a time. You can also make changes to your recipient list or
personalize individual letters.
To proceed to the next step, click Next: Complete the merge.
To proceed to the next step, click Next: Complete the merge.
Complete the merge
This step merges the variable information with the form
letter. You can output the merge result by using either of the following
options:
·
Print: Select this option to send the merged document directly
to the printer. You will not be able to view the document on your screen.
When you click Print, the Merge to Printer dialog box appears. In the Merge to Printer dialog box, you can choose which records to merge. When you click OK, the Print dialog box appears. Click Print to print the merge document.
When you click Print, the Merge to Printer dialog box appears. In the Merge to Printer dialog box, you can choose which records to merge. When you click OK, the Print dialog box appears. Click Print to print the merge document.
·
Edit individual letters: Select this option to display the merged
document on your screen.
When you click Edit individual letters, the Merge to New Document dialog box appears. In the Merge to New Document dialog box, you can choose which records to merge. When you click OK, the documents are merged to a new Word document.
To print the file, on the File menu, click Print.
When you click Edit individual letters, the Merge to New Document dialog box appears. In the Merge to New Document dialog box, you can choose which records to merge. When you click OK, the documents are merged to a new Word document.
To print the file, on the File menu, click Print.
Glossary
·
Address list: An address list is a file that contains the data that
varies in each copy of a merged document. For example, a data source can
include the name and address of each recipient of a form letter.
Boilerplate: Generic information that is repeated in each form letter, mailing label, envelope, or directory (catalog).
Data field: A category of information in a data source. A data field corresponds to one column of information in the data source. The name of each data field is listed in the first row (header row) of the data source. "PostalCode" and "LastName" are examples of data field names.
Data record: A complete set of related information in a data source. A data record corresponds to one row of information in the data source. All information about one client in a client mailing list is an example of a data record.
Delimited file: A text file that has data fields separated (or delimited) by tab characters or commas, and data records delimited by paragraph marks.
Header row: The first row (or record) in a mail merge data source. The header row contains the field names for the categories of information in the data source; for example, "Name" and "City." The header row can also be stored in a separate document called the header source.
Main document: In a mail merge operation, the document that contains the text and graphics that remain the same for each version of the merged document; for example, the return address and body of a form letter.
Merge field: A placeholder that you insert in the main document. Merge fields tell Microsoft Word where to insert specific information from the data source. For example, insert the merge field "City" to have Word insert a city name, such as "Paris," that is stored in the City data field.
Boilerplate: Generic information that is repeated in each form letter, mailing label, envelope, or directory (catalog).
Data field: A category of information in a data source. A data field corresponds to one column of information in the data source. The name of each data field is listed in the first row (header row) of the data source. "PostalCode" and "LastName" are examples of data field names.
Data record: A complete set of related information in a data source. A data record corresponds to one row of information in the data source. All information about one client in a client mailing list is an example of a data record.
Delimited file: A text file that has data fields separated (or delimited) by tab characters or commas, and data records delimited by paragraph marks.
Header row: The first row (or record) in a mail merge data source. The header row contains the field names for the categories of information in the data source; for example, "Name" and "City." The header row can also be stored in a separate document called the header source.
Main document: In a mail merge operation, the document that contains the text and graphics that remain the same for each version of the merged document; for example, the return address and body of a form letter.
Merge field: A placeholder that you insert in the main document. Merge fields tell Microsoft Word where to insert specific information from the data source. For example, insert the merge field "City" to have Word insert a city name, such as "Paris," that is stored in the City data field.
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