Mail Merge - PowerPoint

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Mail Merge - PowerPoint Powered By Docstoc
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      Mail Merge

Creating personalised letters
       automatically
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                 Mail Merge
• Mail Merge: is the process of taking data from
  one program and inserting it into work created in
  another.
• Example: a business needs to send out a letter to
  100 people who owe money. They have a list of
  the people and the amount they owe stored in one
  program. They create a letter in WORD … then
  merge the two together to create 100 unique
  letters… which is much quicker than having to
  type all 100 letters…
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                               Mail Merge
• They have an EXCEL spreadsheet with the
  name, address and amount owed by each person
  like this:
           ABC Computer Company


                       Mr / Mrs /                                  Post    Amount Months
Surname    FirstName   Miss / Ms    Address 1         Town         Code    owed     outstanding
Smith      James       Mr           12 Queensgate     Beverley     HU178NF £125.78             3
Green      Harry       Mr           154 Main Street   Cottingham   HU156TY  £345.56            9
Qwerty     Gladys      Mrs          1a Priory Park    Hull         HU78UY £2,367.55            5
Armitage   Ethel       Miss         27 Park Street    Hull         HU42ER    £34.22            1
Wonder     William     Mr           2 Apple Grove     Hull         HU23RT     £2.67           10



• You will see that some have money outstanding
  for a number of months!
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                       Mail Merge
• They have to tell EXCEL which cells are going to be used in the
  mail merge.
• The cells are selected (shaded) using the mouse… you need the
  column headings as well as the data!
• In the NAME BOX a name is entered - mergedata in this
  example – you need to press [ENTER] after you enter the name
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                 Mail Merge
• The company gets the outline of the letter typed
  up so it looks like this:
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                   Mail Merge
• But that letter does NOT have all of the details
  on it … we now have to get the data from the
  account spreadsheet onto the letter for EVERY
  person…
  •IN WORD, select TOOLS
  then MAIL MERGE to get
  this …
  •Click on [CREATE] and
  then select
  FORMLETTERS and
  [Active Window]
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                       Mail Merge
• Now select [GET DATA] and then
  OPEN DATA SOURCE
• In this case, the ACCOUNTS data is
  held in EXCEL so we need to select
  the correct FILE TYPE as shown
  below …
• After you have clicked on the file
  type, select the file and click on
  [OPEN]
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                     Mail Merge
• You will be asked if you want to use the ENTIRE
  SPREADSHEET or the named range of cells (mergedata in this
  example)… select the one you want. Click [OK].
• Then click on [EDIT MAIN DOCUMENT] which means you
  want to work with the document already started.
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              Mail Merge
• In WORD you get the INSERT MERGE
  FIELDS as shown below… note the FIELDS
  available are the COLUMN HEADINGS from
  the spreadsheet…
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                     Mail Merge
• Position the cursor and click on the field name to insert
  in the document…
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                 Mail Merge
• You will end up with this! You should save it
  before going any further…




• The next step is to perform the merge and create
  all of the letter…
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                               Mail Merge
• TOOLS then MAIL
  MERGE then select step 3
  – [MERGE] and you will
  see the window shown on
  the right…
• You can just click on
  [MERGE] and WORD
  creates you a new
  document based on your
  letter with all of the data
  inserted or…
• You can click on [QUERY
  OPTIONS] if you want to
  select certain records
  only… (example to the
  right)                   This shows the field MONTHS_OUTSTANDING being selected. It
                              tells WORD to merge the data ONLY when this is greater than 6
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                     Mail Merge
• And you then get FORM LETTERS1 created – it is a document
  with all of the information in place…
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                  Mail Merge
• You don’t have to merge data just
  from EXCEL. You can merge from
  ACCESS.
• If you decide to merge from
  ACCESS, you can take data from a
  TABLE or a QUERY…
• You INSERT MERGE FIELDS in
  the same way…
• Try all of this out!

				
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posted:4/7/2010
language:English
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