Working With Mail Merge Software Applications. Mail Merge 1.Choose Tools on the Menu Bar 2.Choose Mail Merge (The Mail Merge Helper dialogue box appears)

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Presentation transcript:

Working With Mail Merge Software Applications

Mail Merge 1.Choose Tools on the Menu Bar 2.Choose Mail Merge (The Mail Merge Helper dialogue box appears)

Mail Merge Helper Three Parts: 1.Main Document 2.Data Source 3.Merge the data with the document

Step #1 Main Document 1.) Choose the Create drop-down-box. 2.)Choose Form Letters 3.) Choose Active Window -----OR----- New Main Document

Step # 2 Data Source 1. Choose “Select Data Source.” 2. Follow the path to your Excel Spreadsheet

Edit your data source in Excel 1.Make sure all fields have a heading. 2.Column Heading acts as a FieldName

Add Field Names as Needed 1.Be sure not to use spaces in Fieldnames 2.Do NOT add any type of heading on the spreadsheet (Name, Period, etc.)

Save your Data Source to your SA2 folder 1.Find your SA2 folder under your student number. 2.Name & Save your data source to your SA2 folder. 3.Close your data source (Excel) document. Documents cannot be linked if the Excel Document is open

Edit the Main Document 1.Click on Tools from the Menu Bar. 2.Choose Mail Merge 3.Under Step #1 Choose: a.)Edit b.)Document Name

Preparing the Main Document You can now enter the form letter in the main document. You type everything that remains the same for each of the letters and insert merge fields for each of the variable pieces of information.

Insert Merge Fields You enter the fields with the Insert Merge Field button on the Mail Merge toolbar. When inserting merge fields, you must be careful to enter all spacing and punctuation that will be needed. Merge Fields are just placeholders for the actual data. Any blank data fields are simply “skipped over” when the merge occurs.

Merge the Data with the Document 1.Click on the Merge button on the Mail Merge Toolbar OR Click Tools 2.Mail Merge 3.Merge 4.Click on Merge to Merge the data with the document. 5.Choose “Merge to New Document” in most cases.