1. Merging Word Documents

2. Objectives Understand mail merge Create a main document
Design a data source
Enter and edit records
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3. Objectives Add merge fields Merge data Create labels
Sort and filter records
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4. Understanding Mail Merge
With mail merge you merge a standard Word document with a file that contains customized information for many individuals or items
The standard document is the main document
The file with the unique data is the data source
Merging the main document with a data source results in a merged document
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5. Understanding Mail Merge
Main document contains boilerplate text and merge fields
Boilerplate text appears in every version of the merged document
A merge field indicates where the data from each record should be inserted when you perform the merge
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6. Understanding Mail Merge
A data source contains data fields and data records
A data field is a category of information
E.g., last name, city, postal code
The names of the data fields are called field names
A data record is a complete set of related information for an individual or item
E.g., one person’s name and address
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7. Microsoft Office 2013 - Illustrated

8. Creating a Main Document
The Mail Merge pane walks you through the steps to perform a merge
Click the MAILINGS tab, click the Start Mail Merge button, then click Step by Step Mail Merge Wizard
Step 1: Select document type (e.g. letters)
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9. Creating a Main Document
Step 2: Select starting document (the main document)
Current document
Start with a mail merge template
Use an existing file
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10. Creating a Main Document
Using a mail merge template:
If you are creating letters or faxes, you can use a mail merge template to start your main document
To use a template, click the Start from a template option button in the Step 2 of 6 Mail Merge pane, then click Select template
Select Template dialog box opens
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11. Designing a Data Source
Step 3: Identify the data source
Data source file contains the information used to customize each version of the merge document
You can use an existing data source or you can create a new data source
To create one, you determine the fields to include and then add the records
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12. Designing a Data Source
Use the New Address List dialog box to design a new data source and enter records
Add and remove fields
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13. Designing a Data Source
Use the Customize Address List dialog box to add, delete, rename, and reorder the fields in the data source
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14. Designing a Data Source
Merging with an Outlook data source
Click the Select from Outlook contacts option button in the Step 3 of 6 Mail Merge pane
Then, click Choose Contacts Folder to open the Choose Profile dialog box
Select a profile to open the Select Contacts dialog box
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15. Entering and Editing Records
Each record includes the complete set of information for each individual or item you include in the data source
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16. Entering and Editing Records
Use the Mail Merge Recipients dialog box to sort and filter records, and to select the recipients to include in the mail merge
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17. Entering and Editing Records
Use the Edit Data Source dialog box to edit and remove fields and records
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18. Adding Merge Fields Step 4: Write your letter
Write or edit the boilerplate text and insert merge fields
Chevrons (<< and >>) surround a merge field to distinguish it
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19. Adding Merge Fields
Merge fields are placeholders for text that is inserted when main document and data source are merged
Names must correspond to the fields names in data source
Use Mail Merge pane or Address Block, Greeting Line, and Insert Merge Field buttons in the Write & Insert Fields group (MAILINGS tab)
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20. Adding Merge Fields
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21. Adding Merge Fields
Use the Insert Address Block dialog box to specify the fields to include in an address block
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22. Adding Merge Fields Matching fields:
Merge fields inserted in main document must correspond with field names in associated data source
If using Address Block merge field, you must make sure that the default address field names correspond with the field names used in the data source
Use Match Fields dialog box
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23. Merging Data Step 5: Preview your letters Step 6: Complete the merge
Before merging, preview merged data for accuracy
Use the pane or the Preview Results button (Preview Results group, MAILINGS tab)
Step 6: Complete the merge
Choose between merging to a new file or to a printer
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24. Merging Data
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25. Creating Labels
Use Mail Merge pane or commands on MAILINGS tab to create labels or print envelopes for a mailing
Select a standard label or envelope size to use as the main document
Select a data source, then insert merge fields in the main document
In addition to mailing labels, you can use mail merge to create labels for CDs, videos, and other items and create documents that are based on standard or custom label sizes
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26. Creating Labels
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27. Creating Labels
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28. Creating Labels Printing individual envelopes and labels:
Use Envelopes or Labels commands in Create group on MAILINGS tab
Use the Envelopes and Labels dialog box
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29. Sorting and Filtering Records
Sorting records determines the order in which the records are merged
Filtering pulls out the records that meet specific criteria and includes only those records in the merge
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30. Sorting and Filtering Records
Use the Mail Merge Recipients dialog box to sort and filter a data source
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31. Sorting and Filtering Records
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32. Sorting and Filtering Records
Inserting individual merge fields:
Click the Insert Merge Field list arrow in the Write & Insert Fields group then select the field name
Or, click the Insert Merge Field button to open the Insert Merge Field dialog box
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