© Paradigm Publishing, Inc. 1

2 Word 2010 Level 1 Unit 2Enhancing and Customizing Documents Chapter 8Merging Documents

© Paradigm Publishing, Inc. 3 Merging Documents  Complete a Merge Complete a Merge  Merge Envelopes Merge Envelopes  CHECKPOINT 1 CHECKPOINT 1  Merge Labels Merge Labels  Merge a Directory Merge a Directory  Edit a Data Source File Edit a Data Source File  Input Text during a Merge Input Text during a Merge  Merge Using the Mail Merge Wizard Merge Using the Mail Merge Wizard  CHECKPOINT 2 CHECKPOINT 2 Quick Links to Presentation Contents

© Paradigm Publishing, Inc. 4 Complete a Merge  A merge generally takes two files—the data source file and the main document.  The main document contains the standard text along with fields identifying where variable information is inserted during the merge.  The data source file contains the variable information that will be inserted in the main document.

© Paradigm Publishing, Inc. 5 Complete a Merge…continued  Before creating a data source file, determine what type of correspondence you will create and the type of information you will need to insert in the correspondence.  Variable information in a data source file is saved as a record.  A record contains all of the information for one unit (for example, a person, family, customer, client, or business).  A series of fields makes one record, and a series of records makes a data source file.

© Paradigm Publishing, Inc. 6 Complete a Merge…continued To create a data source file: 1.Click the Mailings tab. 2.Click the Select Recipients button in the Start Mail Merge group. 3.Click the Type New List option at the drop- down list. continues on next slide… Select Recipients button

© Paradigm Publishing, Inc. 7 Complete a Merge…continued 4.Type the data in the predesigned or custom fields. 5.Click OK. New Address List dialog box

© Paradigm Publishing, Inc. 8 Complete a Merge…continued To customize the predesigned fields: 1.At the New Address List dialog box, click the Customize Columns button. 2.Click the Add, Delete, or Rename buttons in the Customize Address List dialog box. 3.Click OK or Yes at any confirmation dialog boxes. 4.Click OK to return to the New Address List dialog box. Customize Address List dialog box

© Paradigm Publishing, Inc. 9 Complete a Merge…continued To create a main document: 1.Click the Mailings tab. 2.Click the Start Mail Merge button in the Start Mail Merge group. 3.Click the desired document type at the drop-down list. 4.Type the main document text and insert fields as needed. Insert Merge Field button

© Paradigm Publishing, Inc. 10 Complete a Merge…continued Insert Greeting Line dialog box  Click the Greeting Line button and the Insert Greeting Line dialog box displays with options for customizing how the fields are inserted in the document to create the greeting line.

© Paradigm Publishing, Inc. 11 Complete a Merge…continued To view the main document: 1.Click the Mailings tab. 2.Click the Preview Results button in the Preview Results group. Preview Results button

© Paradigm Publishing, Inc. 12 Complete a Merge…continued To automatically check for errors: 1.Click the Mailings tab. 2.Click the Auto Check for Errors button in the Preview Results group. 3.At the Checking and Reporting Errors dialog box, click the desired option. 4.Click OK. Checking and Reporting Errors dialog box

© Paradigm Publishing, Inc. 13 Complete a Merge…continued To merge documents and create a new document: 1.Click the Mailings tab. 2.Click the Finish & Merge button in the Finish group. 3.Click the Edit Individual Documents option at the drop-down list. 4.Make sure All is selected in the Merge to New Document dialog box. 5.Click OK. Finish & Merge button

© Paradigm Publishing, Inc. 14 Merge Envelopes To merge envelopes: 1.Click the Mailings tab. 2.Click the Start Mail Merge button in the Start Mail Merge group. 3.Click the Envelopes option at the drop-down list. continues on next slide… Envelopes option

© Paradigm Publishing, Inc. 15 Merge Envelopes…continued 4.At the Envelope Options dialog box, specify the desired envelope size and make any other changes. 5.Click OK. Envelope Options dialog box

© Paradigm Publishing, Inc. 16 Merge Envelopes…continued To identify an existing data source file: 1.Click the Mailings tab. 2.Click the Select Recipients button in the Start Mail Merge group. 3.Click the Use Existing List option at the drop-down list. 4.At the Select Data Source dialog box, navigate to the folder that contains the data source file you want to use and then double-click the file. Use Existing List option

© Paradigm Publishing, Inc. 17 Merge Envelopes…continued To insert the AddressBlock field: 1.Click in the envelope to position the insertion point where the recipient’s address should appear. 2.Click the Address Block button in the Write & Insert Fields group. 3.Click OK. insertion point

© Paradigm Publishing, Inc. 18 1)This document contains the standard text and/or the fields. a.standard b.main c.data source d.default 1)This document contains the standard text and/or the fields. a.standard b.main c.data source d.default 3)The AddressBlock field is an example of this type of field that groups a number of fields together. a.coordinate b.collaborative c.collective d.composite 3)The AddressBlock field is an example of this type of field that groups a number of fields together. a.coordinate b.collaborative c.collective d.composite 2)Variable information in a data source file is saved as this. a.a file b.a field c.a record d.a code 2)Variable information in a data source file is saved as this. a.a file b.a field c.a record d.a code 4)To search for and preview merged documents with specific entries, click this button. a.Find Recipient b.Replace Entry c.Locate Recipient d.Specific Entry 4)To search for and preview merged documents with specific entries, click this button. a.Find Recipient b.Replace Entry c.Locate Recipient d.Specific Entry Next Question Next Slide Answer

© Paradigm Publishing, Inc. 19 Merge Labels To merge labels: 1.Click the Mailings tab. 2.Click the Start Mail Merge button in the Start Mail Merge group. 3.Click the Labels option at the drop-down list. continues on next slide… Labels option

© Paradigm Publishing, Inc. 20 Merge Labels…continued 4.Select the desired label at the Label Options dialog box. 5.Click OK. Label Options dialog box

© Paradigm Publishing, Inc. 21 Merge a Directory To merge a directory: 1.Click the Mailings tab. 2.Click the Start Mail Merge button in the Start Mail Merge group. 3.Click the Directory option at the drop- down list. Directory option

© Paradigm Publishing, Inc. 22 Edit a Data Source File To edit a data source file: 1.Open the main document. 2.Click the Mailings tab. 3.Click the Edit Recipient List button. 4.Make the desired changes at the Mail Merge Recipients dialog box. 5.Click OK. Mail Merge Recipients dialog box

© Paradigm Publishing, Inc. 23 Edit a Data Source File…continued  All of the records in the Mail Merge Recipients dialog box contain a check mark before the first field.  To select specific records, remove the check mark from those records you do not want included in a merge. check box

© Paradigm Publishing, Inc. 24 Edit a Data Source File…continued  At the Edit Data Source dialog box you can add a new entry, delete an entry, find a particular entry, and customize columns. Edit Data Source dialog box

© Paradigm Publishing, Inc. 25 Input Text during a Merge To insert a Fill-in field: 1.Click the Mailings tab. 2.Click the Rules button in the Write & Insert Fields group. 3.Click the Fill-in option at the drop-down list. continues on next slide… Fill-in option

© Paradigm Publishing, Inc. 26 Input Text during a Merge…continued 4.Type the prompt text. 5.Click OK. 6.Type the text to be displayed in the document. 7.Click OK. Insert Word Field: Fill-in dialog box

© Paradigm Publishing, Inc. 27 Merge Using the Mail Merge Wizard To access the Mail Merge Wizard: 1.Click the Mailings tab. 2.Click the Start Mail Merge button in the Start Mail Merge group. 3.Click the Step by Step Mail Merge Wizard option at the drop- down list. Step by Step Mail Merge Wizard option

© Paradigm Publishing, Inc. 28 Merge Using the Mail Merge Wizard…continued To complete Step 1: 1.Select the type of document you want to create. 2.Click the Next: Starting document hyperlink to go to Step 2. Step 1 task pane

© Paradigm Publishing, Inc. 29 Merge Using the Mail Merge Wizard…continued To complete Step 2: 1.Select the starting document. 2.Click the Next: Select recipients hyperlink to go to Step 3. Step 2 task pane

© Paradigm Publishing, Inc. 30 Merge Using the Mail Merge Wizard…continued To complete Step 3: 1.Select the recipients. 2.Click the Next: Write your letter hyperlink to go to Step 4. Step 3 task pane

© Paradigm Publishing, Inc. 31 Merge Using the Mail Merge Wizard…continued To complete Step 4: 1.Write your main document. 2.Click the Next: Preview your letters hyperlink to go to Step 5. Step 4 task pane

© Paradigm Publishing, Inc. 32 Merge Using the Mail Merge Wizard…continued To complete Step 5: 1.Preview your merged documents. 2.Click the Next: Complete the merge hyperlink to go to Step 6. Step 5 task pane

© Paradigm Publishing, Inc. 33 Merge Using the Mail Merge Wizard…continued To complete Step 6: 1.Complete the merge by sending the merged document to the printer or edit the merged document. Step 6 task pane

© Paradigm Publishing, Inc. 34 1)Select this type of main document when you want to create a list. a.letter b.directory c.label d.envelope 1)Select this type of main document when you want to create a list. a.letter b.directory c.label d.envelope 3)A Fill-in field is inserted in a main document by clicking this button. a.Insert Merge Field b.Edit Recipient List c.Find Recipient d.Rules 3)A Fill-in field is inserted in a main document by clicking this button. a.Insert Merge Field b.Edit Recipient List c.Find Recipient d.Rules 2)If you do not want a specific record included in a merge, remove this in the Mail Merge Recipients dialog box. a.arrow b.dash c.check mark d.circle 2)If you do not want a specific record included in a merge, remove this in the Mail Merge Recipients dialog box. a.arrow b.dash c.check mark d.circle 4)The Mail Merge Wizard guides you through the merge process in how many steps? a.2 b.4 c.6 d.8 4)The Mail Merge Wizard guides you through the merge process in how many steps? a.2 b.4 c.6 d.8 Next Question Next Slide Answer

© Paradigm Publishing, Inc. 35 Merging Documents Create and merge letters, envelopes, labels, and a directory Create custom fields for a merge Edit main documents and data source files Input text during a merge Summary of Presentation Concepts