Microsoft Word: Mail Merge Basics Presenter: Jolanta Soltis.

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Presentation transcript:

Microsoft Word: Mail Merge Basics Presenter: Jolanta Soltis

Academic Computing Services 2007 Objectives Define a mail merge Discuss the parts of a mail merge Discuss common mail merge terminology Describe the three steps used to complete a mail merge Discuss some common mail merge issues

Academic Computing Services 2007 Mail Merge

Academic Computing Services 2007 Parts of a Mail Merge Main document Data source Header source (optional) Results

Academic Computing Services 2007 Common Terminology Field – A specific piece of information about a record Record –An associated collection of fields Delimiter – A character used to separate fields and records Header row –The row that contains the field names

Academic Computing Services 2007 Example Record Header Row Field Delimiter

Academic Computing Services 2007 The Main Document Contains Boilerplate text –Form letter –Invoice A standard format for printing –Envelope –Label Fields –Placeholders for the data from your data source

Academic Computing Services 2007 Types of Main Documents Form letters Mailing labels Envelopes Catalog

Academic Computing Services 2007 The Data Source Contains the text and graphics that vary for each merged document Contains records and fields Requirements: –Records in the data source must contain the same number of fields as the header row –The header row must be the first row or paragraph (if a separate header source is not used) –Field data must be entered exactly as you want it to be printed

Academic Computing Services 2007 Types of Data Sources Word document Excel spreadsheet Databases –Microsoft Access –dBASE –Microsoft ® FoxPro ® –Others Address books Text files

Academic Computing Services 2007 Header Source (optional) Consists of a row of field names Used in addition to a data source Identifies the fields of data in the data source For example, if you can't add or edit a header record in the data source (because the data source is read-only), you can use a separate header source that contains the field names you want to use.

Academic Computing Services 2007 Results of Mail Merge Word XP can merge to: New document Printer Fax (if faxing software is installed) (if software is installed)

Academic Computing Services 2007 Getting Started To activate the Mail Merge click Mail Merge Wizard on the Tools/Letters and Mailings menu. Mail Merge Task Pane

Academic Computing Services 2007 Using the Mail Merge 1.Open or create the main document. 2.Attach an existing or new data source. 3.Edit the main document. 4.Perform the merge.

Academic Computing Services 2007 Step 1. Open or create the main document.

Academic Computing Services 2007 Step 2. Select Recipients

Academic Computing Services 2007 Type a New List The Create Data Source dialog box lets you: Remove unwanted field names Add new field names Change the order of field names

Academic Computing Services 2007 New Address List Dialog Box

Academic Computing Services 2007 Step 3. Set Up the Main Document

Academic Computing Services 2007 Preview the Merge Result After you set up your mail-merge main document and attach it to a data source, you can see a preview of the merge result.

Academic Computing Services 2007

Step 4. Complete the Merge

Academic Computing Services 2007 Help Resources Microsoft Word Help –Ask the Office Assistant!

Academic Computing Services 2007 Help Resources (cont.) Mail Merge Troubleshooter

Academic Computing Services 2007 Online Help Available  Word Mail Merge Resource Center d/usage/mailmerge/default.asp d/usage/mailmerge/default.asp d/usage/mailmerge/default.asp d/usage/mailmerge/default.asp ?scid=kb;en-us; ?scid=kb;en-us; ?scid=kb;en-us; ?scid=kb;en-us;287561

Academic Computing Services