NSU User Services Training Seminar Michelle Zamora MS Word: Merge Documents 11/2/2000 NT Using MS Word’s Mail Merge features allows you to print personalized letters addressed to any number of recipients and print corresponding envelopes or mailing labels, or create any type of document that makes use of data kept in a database or other data source document. The Mail Merge process starts by creating a main document. If you’re doing a form letter, your main document will look very much like a regular letter, but it will have distinguishing features called “merge fields,” which function like place markers, embedded within the text. Field codes are phrases such as <<Title>>, <<Address 1>>, and <<City>>. Field codes are surrounded by two opening and closing chevrons (<< and >>). Merge fields will not appear in the merged letter. Only text outside chevrons will appear. Next, a data source document is created listing the data that will replace the “field codes” in the main document. This external data source will contain information such as names, addresses, phone numbers, etc. These data source documents can be word documents, but you may also bring in information from an MS Excel worksheet or an Access database table or query. Next, you will define merge fields within the main document. To insert field codes within the text, place your cursor in the desired location then press the “Insert Merge Field” button on the left-hand side of the Mail Merge toolbar. In the scroll-down menu that appears, choose the desired field code. Finally, Mail Merge combines these two documents to create an entire set of new documents. When both the Main document and data source documents are ready, they can be combined into one large printable Word document. Form Letters: From Scratch Start with a blank document and click on Tools/Mail Merge… Step 1 Click “Create” and choose Form Letters. Choose the Active window and New Main Document. Step 2 Select Create Data Source. We will utilize most of the default Field Names To remove a default field: In the Create Data Source, click on the field name and then click on the Remove button To add a field: In the Create Data Source, click into the Field Name area and type a name for a new field. Click on the Add button. Press the OK button and save the Data Source document. Edit Data Source You will need to go into this newly created data source to enter the data. Select Edit Data Source and input desired information into the Data Form. If there are blank records, delete them so they will not print out, or be sure when printing to specify not to print those records. Edit Main Window You must return to step 1 to edit the main document and indicate where you want data fields to display. Move the cursor to the insertion point and click on the Add Merge Field button on the toolbar. Scroll to the proper data field. When you’ve specified all locations within your document, continue with the merge process by going to Tools/Merge Documents. Step 3 This step will not be available for you in the Mail Merge Helper window until you’ve added data to the data source document and you’ve edited the main document and indicated with at least one field code where you want data to be displayed. Once these two documents are ready to go, select Merge to merge the main document with the data source document. Form Letters: Using Prepared Documents and Excel/Access Data Source Open your prepared form letter and click on Tools/ Mail Merge…. Step 1 Click Create and choose Form Letters. Choose the Active window. Step 2 Click Get Data and select Open Data Source. REMEMBER: By default, Word will only display Word document. If you can’t find your source document, click Files of Type and change it to All Files. Choose your source document and click Open. To Edit Your Source Document Click Edit and choose your data source. Because the source document is NOT a word document this time, you may not see MS Word’s Data Form. Rather, your computer should start the program that created the data source. If that program doesn't display a window, it may be minimized below on the toolbar. You may edit your data source document in its original application Return to Step 1, and click on Edit Main Document so that you can add the field codes from your data source. See again that under Add Merge Fields, you will list all fields within the source document. Step 3 In the Mail Merge Helper window, select Merge to combine the main document with the data source document. Labels 1. Click File/New Document. Then click on Tools/Mail Merge/Main document/Create/Mailing Labels/Active Window 2. Click on Data Source/Get Data/Open data source. Be sure to change File Types to All Files if your data source is not a Word document but an Excel worksheet or an Access Table, for example. 3. Setup main document: Select type and size of labels used, click ok. 4. In Create Labels window, click Insert Merge Field and choose fields to be printed on label. Insert returns after each line. Type a comma between city and state. This creates a Main Document in the background. 5. Merge the data with the document: Merge/ Merge to: New Document. 6. Choose all records. Select Don’t Print Blank Lines. 7. Click Query Options/Sort Records button Sort by Postal Code or Name. Click Ok. Click Merge. Show a complete list of merge fields Sometimes, when you have many fields in your data source, you can't display all the fields in the list in the mail merge toolbar. By pressing Alt+Shift+F you can display a dialog box that will allow you to scroll through all the fields available to the merge. 2
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