© Paradigm Publishing, Inc. 1

2 Word 2013 Level 1 Unit 2Enhancing and Customizing Documents Chapter 8 Merging 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 To create a data source file: 1.Click MAILINGS tab. 2.Click Select Recipients button. 3.Click Type a New List at drop-down list. continues on next slide… Complete a Merge - continued Select Recipients button

© Paradigm Publishing, Inc. 7 Complete a Merge - continued 4.Type data in 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 New Address List dialog box, click Customize Columns button. 2.Click Add, Delete, or Rename buttons. 3.Click OK or Yes at any confirmation dialog boxes. 4.Click OK to return to 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 MAILINGS tab. 2.Click Start Mail Merge button. 3.Click desired document type at drop-down list. 4.Type 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 MAILINGS tab. 2.Click Preview Results button. Preview Results button

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

© Paradigm Publishing, Inc. 13 Complete a Merge - continued To merge documents: 1.Click Finish & Merge button. 2.Click Edit Individual Documents at drop-down list. 3.Make sure All is selected in Merge to New Document dialog box. 4.Click OK. Finish & Merge button

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

© Paradigm Publishing, Inc. 15 Merge Envelopes - continued 4.At Envelope Options dialog box, specify 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 MAILINGS tab. 2.Click Select Recipients button. 3.Click Use Existing an List at drop-down list. 4.At Select Data Source dialog box, navigate to folder that contains data source file you want to use and double- click file. Use an Existing List option

© Paradigm Publishing, Inc. 17 Merge Envelopes - continued To insert the AddressBlock field: 1.Click in envelope to position insertion point where recipient’s address should appear. 2.Click Address Block button. 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 MAILINGS tab. 2.Click Start Mail Merge button. 3.Click Labels at drop- down list. continues on next slide… Labels option

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

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

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

© Paradigm Publishing, Inc. 23 Edit a Data Source File - continued  Each record in the Mail Merge Recipients dialog box contains 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 MAILINGS tab. 2.Click Rules button. 3.Click Fill-in at drop-down list. continues on next slide… Fill-in option

© Paradigm Publishing, Inc. 26 Input Text during a Merge - continued 4.Type prompt text. 5.Click OK. 6.Type text to be inserted in 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 MAILINGS tab. 2.Click Start Mail Merge button. 3.Click Step-by-Step Mail Merge Wizard at 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 type of document you want to create. 2.Click 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 starting document. 2.Click 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 recipients. 2.Click 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 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 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 merge by sending merged document to printer or edit 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