MS Word 2007/8 Mail Merge By Carolynne White 10/6/08.

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Presentation transcript:

MS Word 2007/8 Mail Merge By Carolynne White 10/6/08

Office 2007/8 Menu Changes Ribbon Organizes Commands Set of Tabs Set of Commands 10/6/08

Mail Merge Concept Many copies of a document are needed with each one personalized for an individual recipient. 10/6/08

Before You Begin…. Do you have the content prepared? Yes > OK; No > Prepare the text Do you have a list of recipients in a FILE? Yes > OK; No > Get the file Excel file Word table CSV file Top line must contain headers If it needs editing, edit and save 10/6/08

Recipient File Form Yes No Top line must contain headers FN LN Street Bill Black 1521 Oak John Smith 2365 Holly JB Jones 3423 Main Susan 3367 Oak Paul Lui 1331 OST Sandy Perez 55 First St Alex McDodd 456 Main St Bill Black 1521 Oak John Smith 2365 Holly JB Jones 3423 Main Susan 3367 Oak Paul Lui 1331 OST Sandy Perez 55 First St Top line must contain headers 10/6/08

Mail Merge Wizard Select the MAILINGS Tab 10/6/08

Use the Mail Merge Wizard Select Start Mail Merge Choose Step by Step … 10/6/08

Select Document Type Letters are the most common merged document 10/6/08

Start from a Template or Current Document If your current OPEN document can be used or modified slightly for use, select “Use Current Document” If you have a letter already created that can be used or modified slightly for use, select “Start from existing document” Otherwise, select “Start from a template” 10/6/08

Select a Merge Template If you use a template, edit the content before you send it out. 10/6/08

Recipients Select “Use an existing list” Click Browse Locate and open the file contain your data for this merge 10/6/08

More than One List in File? If necessary select range of spreadsheet that contains the data for this merge. 10/6/08

Mail Merge Recipient Dialog Box Select recipients with checkbox Sort, with drop down boxes 10/6/08

Insert Merge Fields Pick the Date Add the Address Block Greeting Line 10/6/08

10/6/08

Address Block Match Fields if necessary Select format and contents of Address Block 10/6/08

Address Block; Match Fields 10/6/08

Previewing Results Check the merge “results” with any specific recipient 10/6/08

Complete the Merge Click NEXT Print Edit Individual letters… Click OK 10/6/08

New Merged Document Letters1 Save Click 10/6/08

Save options File Format options 10/6/08

Resources http://helpdesk.ua.edu/training/word/merg07.html 10/6/08