Lesson 7: Using Mail Merge

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Presentation transcript:

Lesson 7: Using Mail Merge

Learning Objectives After studying this lesson, you will be able to: Work with data sources Create main documents Perform a mail merge Work with merge problems Generate envelopes and labels

Introducing Mail Merge Apply a list to a fixed document or layout Generate letters, labels, and envelopes Manage large mailings Merge to printer or a new document

Components of Mail Merge Main document Base document; same for all recipients Data source Names, addresses, etc. Document, spreadsheet, or database Merged document Result of the merge Combines main document with each record in the data source

Example Main document Data source Merged document

Using Mail Merge Mailings tab Specify the main document Select or create a data source Tip! Choose Mailings > Start Mail Merge > Start Mail Merge > Step by Step Mail Merge Wizard.

Working with the Data Source Use Word or external sources such as a database list or Excel spreadsheet Data design More fields provide more flexibility Data should be consistent

Creating Address Lists in Word

Customizing an Address List Customize Address List dialog box Delete field Add field Name the new field

Managing the Address List Mail Merge Recipients dialog box Mailings > Mail Merge > Start Mail Merge > Edit Recipient List Sort, filter, and select recipients Edit Data Source dialog box Add, edit, and delete entries Note! Changes made to an external data source are applied when the source is changed.

Working with Main Documents Link to the data source with merge fields Some fields are composite Mailings tab > Write & Insert Fields group Insert address block in main document Insert greeting Insert any data source field

Merge Fields in the Main Document Important! You must attach a data source to the main document before inserting merge fields.

Conducting a Merge Produces a version of the main document for every record Preview Results (Mailings tab) Display a preview Browse records

Finishing the Merge Finish & Merge Can save merged documents Can edit individual letters Merge to printer Merge to email Can save merged documents Saving isn’t necessary; the merge can be run again

Working with Merge Problems Same error in every letter Edit the main document Some letters are missing data Check the data source for missing data Or edit merged letters to get around the problem Some letters have incorrect data Check the data source

Merging Envelopes and Labels Mailings > Create > Envelopes / Labels Can use envelopes, labels, and more as main documents Can use the same data source for multiple merges

Envelopes in Mail Merge Envelope Options Choose size Choose font and position

Labels in Mail Merge Choose format, sheet size, and more. Word has preloaded label layouts by size and vendor.

Lesson 7: Using Mail Merge