Quarterly Training Meeting

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Presentation transcript:

Quarterly Training Meeting Mail Merge Using MS Word

Master the use of MS Word Mail-merge tools. Training Purpose Master the use of MS Word Mail-merge tools. Introduction to MS Word mail-merge tools Visual presentation of the process Extensive hands-on workshops

Why use MS Word for mail-merge? Logical starting point for training skills MS Word is resident on most user’s computers Prospects are comfortable working with it Mail-merge Wizard is easy to use Letters Envelopes

MS Word Mail-merge MS Word Mail-merge Links a static document to a data source Data sources contain variable information Excel file Comma separated format The first thing you need to do a mail merge is a data file with the variable information you want to print such as names and addresses. The best data file types to use for Microsoft Word is a .CSV (comma separated) or Excel file. Consult MS Word help for a complete list of supported data files.

Excel Data Base This is an example of an Excel data base Data files should set the first row to be the column headers which identify the data fields such as First Name, Last Name, Company Name, etc. This allows for easier field matching when you merge in MS Word.

MS Word Mail-merge Static documents: Text in a letter Product announcement Invitation text Return address information Mailing indicia information Form letters

MS Word Mail-merge Tools MS Word Wizard Walks you through the process when creating a new publication

MS Word Mail-merge Tools MS Word mail-merge toolbar provides short-cut icons to reprint an already linked document quickly. The reprinted document automatically reflects any updates made to the linked data source. Mail-merge toolbar contains the short-cut icons used to reprint an already data-linked job. The data-link will reflect any additions/deletions to the data source since the last printing

In the training workshops you will use MS Word Mail-merge tools to: Workshop Exercises In the training workshops you will use MS Word Mail-merge tools to: Create a new mailing of a letter Reprint an already linked document Merge to envelopes #10 9 x 12

Mail-merge to a letter document Video Presentation Mail-merge to a letter document

Training Tools Workbooks contain The presentation pieces Workshop exercises: Merging to a letter Reprinting a document already linked to a data source Merging to a #10 envelope Merging to a 9 x 12 envelope

Training Tools CDs contain Video demonstrations of each of the mail-merge exercises Workbooks PowerPoint presentations Sample files

Mail Merge Workshops Go to the workshop section of your workbook.