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Microsoft Office Word 2003

VIEWS: 13 PAGES: 30

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  Microsoft Office Word 2003


Tutorial 6 – Creating Form Letters and
            Mailing Labels



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          Learn about the Mail Merge process


• Word’s Mail Merge can be used to create form
  letters and other documents.
• It combines information from two documents or
  sources to create a new document containing the
  merged information.
• The process includes a main document that will
  receive information extracted from a data source
  to produce a final document.

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                     Mail merge components


• The Mail Merge process consists of three main
  components.
   – The main document contains placeholders, called
     merge fields, that denote what information from the
     data source is plugged into that location
   – The data source contains information, such as names
     and addresses, that replace the merge fields in the main
     document
   – The final document is called the merged document

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    Mail Merge documents




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                Use the Mail Merge Wizard


• Word’s Mail Merge task pane will walk you step-
  by-step through the Mail Merge process.
• It asks you to select the main and data documents,
  and allows you to insert merge fields, preview the
  document, and finalize the process.
• Every step in the task pane assists you in
  completing the Mail Merge process, and allows
  you to back track to previous steps if you have
  entered an incorrect option.
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                     Select a main document


• The main document for a Mail Merge process can
  be a letter, e-mail, mailing labels, etc.
• After the type of document is selected, there will
  be three choices for selecting the actual main
  document. The main document can be:
   – A new document created from a template
   – The document currently open in the Document window
   – An existing document on a disk


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Choose a starting document




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                       Choose a data source


• The data source for a Mail Merge operation is the
  file containing the data to be merged into the main
  document.
• It frequently contains names and addresses, but
  may also contain other information.
• An existing file can be used as the data source for
  a Mail Merge, or you can select an option to create
  a new list and enter the data into it on the fly.

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                     Select the data source fields

• Once the data source is selected, the fields to be included in the
  merge process must be identified.
• If you are creating a new data source, Word will open a dialog
  box and supply default names for the various fields which can
  be accepted, or the default names can be deleted and new fields
  added.
• Once the fields have been defined, data can be entered for each
  field.
• As each data record is completed, click the button in the dialog
  box to accept that record and prepare the dialog box for the next
  record.
• When all records have been entered, save the data source file.

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                        Create a new data source

• When you select the Type a new list option in the Mail Merge Wizard
  pane, the New Address List dialog box will appear.
• If you are doing a merge with names and addresses, the default names
  in this dialog box will probably suffice.
• Otherwise, you can click the Customize button to delete fields you
  don't want, and to add fields that you do want.
• Once the fields have been defined, you can begin entering data into the
  field text boxes.
• As each record is completed, click the New Entry button to insert the
  record into the data source file.
• When all data has been entered, you can then save the data source and
  proceed with the remainder of the merge process.


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The New Address List dialog box




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The Customize Address List
        dialog box




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A data source record with data added




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                     Insert merge field codes into
                          a main document

• After selecting a main document and a data source, the
  next step in the Mail Merge process is to enter the merge
  fields into the main document.
   – These are the placeholders that tell Word which data to insert into
     which location
• Word will automatically insert the current date and time
  into your document in a format you select.
• Next, select the fields from the data source file to merge.
• Position the cursor in the main document to where each
  merge field is to be inserted and select the merge data field
  that goes into each location.


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                         Insert the merge fields

• To begin the process of inserting merge codes, you first click
  the “Write your letter option” in the Wizard pane.
• You will be asked if you want to insert a date and time, and can
  choose from many different formats. Or, you can choose to skip
  it.
• Next, choose the actual data fields from your data source from
  the Insert Merge Field dialog box.
• You should then position the cursor in the location where each
  data field goes, and click the Insert Merge Field button on the
  toolbar.
• You then select which merge data field goes into which
  location.

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The Insert Merge Fields dialog box




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     A main document with
      merge fields inserted




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                 Preview a merged document

• Once the merge fields have been inserted into the main
  document, Word allows the document to be previewed to
  see how it will look when data is inserted.
• It is an opportunity to look for missing spaces between
  codes, or to see if any required fields have been
  inadvertently left out.
• Any formatting problems can be spotted at this time.
• If errors are found, you can back up and correct the
  problem.
• Otherwise, you can proceed to complete the merge.
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                How to preview your document

• To preview your document, click the “Next: Preview your
  letters” link in the Mail Merge Task Pane.
• This will cause the data from the first data source file
  record to be inserted into a main document and display it in
  the Document window.
• If you spot any errors in your document, click the
  “Previous: Write your letter” link to back up and correct
  whatever problems you found.
• If the document looks OK, click the “Next: Complete the
  merge” link to move forward to the next step.

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A document in preview view




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                   Complete a Mail Merge


• The final step in the Mail Merge process is to
  create the final merged documents.
• If the merged documents do not need to be saved,
  they can be merged directly to a printer, which
  will then print each document without saving.
• The documents can also be saved, in which case a
  new document will be created containing the main
  document information and data source information
  for every record in the data source file.
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               Print or save the final documents

• By clicking the “Next: Complete the merge” link in the
  Task Pane, Word will complete the process of merging
  all data into merged documents.
• Word will assign a default name to the merged
  document.
• This final document can be printed and deleted if it is
  not needed again, or the document can be saved.
• The final document will contain one letter, or label, or e-
  mail, etc., for each data source record.

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  A final merged document




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                Edit an existing data source


• Sometimes, after a Mail Merge has been
  completed, you will find that there was data
  missing from the data file, or additional data needs
  to be inserted.
• The data source file can then be edited to add the
  new data, and the merge process can be repeated.
• The data source can be edited using whatever
  application created the file, or it can be edited
  from within the Mail Merge Wizard.
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                      How to edit a data source

• It may be easiest to edit the file in the application in which
  it was created.
• You can also use the Mail Merge Wizard to edit the file.
• It may be easiest to edit the data source using the Mail
  Merge toolbar, rather than the Task Pane.
• Open the main document, with the field codes added, and
  then click the Open Data Source button on the Mail Merge
  toolbar.
• Locate and open the data source through the dialog boxes
  presented to you.
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Edit the data source file in Word




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                          Sort and filter records

• There are times when it would be better if the merged
  documents are in some specific data sequence.
   – This would be especially true if preparing mailing labels for a bulk
     mailing, which requires the mail to be in zip code sequence
• Word's Mail Merge feature allows the sorting of a data
  source into whatever sequence it needs to be in.
• There may be other occasions when only certain records in
  the data source file should be selected for merging.
   – Perhaps some company wants to mail all customers in only one or
     two states
• Filters can be applied before merging the data to the final
  documents, which will limit the data selected to only that
  data matching the filter criteria.
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                     Set sort and filter settings

• You can sort data and apply filters by accessing the Mail
  Merge Recipients dialog box.
• To sort the data by some field, click the heading bar for
  that column in the dialog box and the data will be sorted on
  that column.
• Filters can be applied in the same dialog box by selecting
  or deselecting the check boxes in the first column.
• Removing the check box for a record means the record will
  not be selected when the merge is done.


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       Sort by specific fields




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                Apply a filter




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