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Ms Word Document

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Ms Word Document document sample

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									          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.




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