1. Chapter 6 Generating Form Letters, Mailing Labels, and a Directory
Microsoft Word 2010
Chapter 6
Generating Form Letters, Mailing Labels, and a Directory

2. Objectives Explain the merge process
Use the Mail Merge task pane and the Mailings tab on the Ribbon
Use a letter template as the main document for a mail merge
Create and edit a data source
Insert merge fields in a main document
Use an IF field in a main document
Generating Form Letters, Mailing Labels, and a Directory

3. Objectives Merge and print form letters Select records to merge
Sort data records
Address and print mailing labels and envelopes
Change page orientation
Merge all data records to a directory
Convert text to a table
Generating Form Letters, Mailing Labels, and a Directory

4. Project – Form Letters, Mailing Labels, and a Directory
Generating Form Letters, Mailing Labels, and a Directory

5. General Project Guidelines
Identify the main document for the form letter
Create or specify the data source
Compose the main document for the form letter
Merge the main document with the data source to create the form letters
Generate mailing labels and envelopes
Create a directory of the data source
Generating Form Letters, Mailing Labels, and a Directory

6. Identifying the Main Document for the Form Letter Using the Mail Merge Task Pane
Click the Start Mail Merge button (Mailings tab | Start Mail Merge group) to display the Start Mail Merge menu
Click Step by Step Mail Merge Wizard on the Start Mail Merge menu to display Step 1 of the Mail Merge wizard in the Mail Merge task pane
Click the Next: Starting document link at the bottom of the Mail Merge task pane to display Step 2 of the Mail Merge wizard, which requests you select a starting document
Click ‘Start from a template’ in the ‘Select starting document’ area and then click the Select template link to display the Select Template dialog box
Generating Form Letters, Mailing Labels, and a Directory

7. Identifying the Main Document for the Form Letter Using the Mail Merge Task Pane
Click the desired template in the Select Template dialog box
Click the OK button to display a letter in the document window that is based on the selected template
Generating Form Letters, Mailing Labels, and a Directory

8. Creating a Folder while Saving
Click the Save button on the Quick Access Toolbar
Type the desired file name in the File name text box
Navigate to the desired location for the new folder
Click the New folder button to display a new folder icon with the name New folder selected in the dialog box
Type the desired folder name, and then press the ENTER key to create the new folder
Click the Open button to open the selected folder
Click the Save button to save the current document in the selected folder on the selected drive
Generating Form Letters, Mailing Labels, and a Directory

9. Creating a Folder while Saving
Generating Form Letters, Mailing Labels, and a Directory

10. Creating a New Data Source
Click the Next: Select recipients link at the bottom of the Mail Merge task pane to display Step 3 of the Mail Merge wizard, which requests you select recipients
Click ‘Type a new list’ in the Select recipients area, which displays the ‘Type a new list’ area
Click the Create link to display the New Address List dialog box
Click the Customize Columns button to display the Customize Address List
Generating Form Letters, Mailing Labels, and a Directory

11. Creating a New Data Source
Add, delete, and rename fields as necessary in the Customize Address List dialog box
To move fields around, select the field, and then click the Move Up or Move Down button, as desired
Click the OK button to close the Customize Address List dialog box, which positions the insertion point in the first text box for the first record (row) in the New Address List dialog box
Type the information for the first record, pressing the TAB key after entering each field
After entering the first record, click the New Entry button to enter a new record
Generating Form Letters, Mailing Labels, and a Directory

12. Creating a New Data Source
Generating Form Letters, Mailing Labels, and a Directory

13. Creating a New Data Source
Generating Form Letters, Mailing Labels, and a Directory

14. Saving a Data Source when Prompted by Word
When you click the OK button in the New Address List dialog box, Word displays the Save Address List dialog box so that you can save the data source
Type the desired file name in the File name text box as the name for the data source
Navigate to the desired save location for the data source
Click the Save button to save the data source in the selected folder using the entered file name and then display the Mail Merge Recipients dialog box
Click the OK button to close the Mail Merge Recipients dialog box
Generating Form Letters, Mailing Labels, and a Directory

15. Saving a Data Source when Prompted by Word
Generating Form Letters, Mailing Labels, and a Directory

16. Entering the Date
Click the date content control to select it and then click its box arrow to display a calendar
Scroll through the calendar months until the desired month appears
Click the desired date in the calendar to select the date
Click outside the content control to deselect it
Generating Form Letters, Mailing Labels, and a Directory

17. Entering the Date
Generating Form Letters, Mailing Labels, and a Directory

18. Viewing Merged Data in the Main Document
Click the Preview Results button (Mailings tab | Preview Results group) to display the values in the current data record, instead of the merge fields
Generating Form Letters, Mailing Labels, and a Directory

19. Editing the AddressBlock Merge Field
Right-click the AddressBlock merge field to select it and display a shortcut menu and the Mini toolbar
Click Edit Address Block on the shortcut menu to display the Modify Address Block dialog box
Scroll through the list of recipient name formats and then click the desired format
If necessary, click the Match Fields button to set the correct fields in the data source
Generating Form Letters, Mailing Labels, and a Directory

20. Editing the AddressBlock Merge Field
Click ‘Remember this matching for this set of data sources on this computer’ to place a check mark in the check box
Click the OK button to close the dialog box
Click the OK button to modify the address block format
Generating Form Letters, Mailing Labels, and a Directory

21. Editing the AddressBlock Merge Field
Generating Form Letters, Mailing Labels, and a Directory

22. Editing the GreetingLine Merge Field
Generating Form Letters, Mailing Labels, and a Directory

23. Inserting a Merge Field in the Main Document
Click the Insert Merge Field button arrow (Mailings tab | Write & Insert Fields group) to display the Insert Merge Field menu
Click the desired field to insert on the Insert Merge Field menu to insert the selected field at the location of the insertion point
Generating Form Letters, Mailing Labels, and a Directory

24. Inserting a Merge Field in the Main Document
Generating Form Letters, Mailing Labels, and a Directory

25. Inserting an IF Field in the Main Document
Click the Rules button (Mailings tab | Write & Insert Fields group) to display the Rules menu
Click If...Then...Else on the Rules menu to display the Insert Word Field: IF dialog box
Click the Field name box arrow to display the list of fields in the data source
Scroll through the list of fields in the Field name list and then click the desired field to compare
Generating Form Letters, Mailing Labels, and a Directory

26. Inserting an IF Field in the Main Document
Select the desired comparison operation
Type the text to compare in the Compare to text box
Type the desired text if the condition is true as the true text
Type the desired text if the condition is false as the false text
Click the OK button to insert the IF field at the location of the insertion point
Generating Form Letters, Mailing Labels, and a Directory

27. Inserting an IF Field in the Main Document
Generating Form Letters, Mailing Labels, and a Directory

28. Displaying a Field Code
Right-click the field result to display a shortcut menu
Click Toggle Field Codes on the shortcut menu to display the field code instead of the field results for the field
Generating Form Letters, Mailing Labels, and a Directory

29. Previewing the Merged Letters
Click the Next: Preview your letters link at the bottom of the Mail Merge task pane to display Step 5 of the Mail Merge wizard in the Mail Merge task pane
Generating Form Letters, Mailing Labels, and a Directory

30. Merging the Form Letters to a New Document
Click the Next: Complete the merge link at the bottom of the Mail Merge task pane to display Step 6 of the Mail Merge wizard in the Mail Merge task pane
Click the ‘Edit individual letters’ link in the Mail Merge task pane to display the Merge to New Document dialog box
If necessary, click All so that all records in the data source are merged
Click the OK button to merge the letters to a new document
Generating Form Letters, Mailing Labels, and a Directory

31. Merging the Form Letters to a New Document
Generating Form Letters, Mailing Labels, and a Directory

32. Merging the Form Letters to the Printer
Click the Finish & Merge button (Mailings tab | Finish group) to display the Finish & Merge menu
Click Print Documents to display the Merge to Printer dialog box
If necessary, click All and then click the OK button to display the Print dialog box
Click the OK button to print the separate letters
Generating Form Letters, Mailing Labels, and a Directory

33. Merging the Form Letters to the Printer
Generating Form Letters, Mailing Labels, and a Directory

34. Selecting Records to Merge
Click the Edit Recipient List button (Mailings tab | Start Mail Merge group) to display the Mail Merge Recipients dialog box
Display the desired field by which you wish to filter
Click the button arrow to the right of the field name to display sort and filter criteria for the selected field
Type the desired text to filter by
Click the OK button to close the Mail Merge Recipients dialog box
Generating Form Letters, Mailing Labels, and a Directory

35. Selecting Records to Merge
Generating Form Letters, Mailing Labels, and a Directory

36. Removing a Merge Condition
Click the Edit Recipient List button (Mailings tab | Start Mail Merge group) to display the Mail Merge Recipients dialog box
Click the Filter link to display the Filter and Sort dialog box
If necessary, click the Filter Records tab to display the Filter Records sheet
Click the Clear All button
Click the OK button in each of the two open dialog boxes to remove the merge condition
Generating Form Letters, Mailing Labels, and a Directory

37. Removing a Merge Condition
Generating Form Letters, Mailing Labels, and a Directory

38. Sorting the Data Records in a Data Source
Click the Edit Recipient List button (Mailings tab | Start Mail Merge group) to display the Mail Merge Recipients dialog box
Click the button arrow to the right of the field to sort
Click Sort Ascending or Sort Descending on the menu to sort the data source records
Click the Ok button to close the Mail Merge Recipients dialog box
Generating Form Letters, Mailing Labels, and a Directory

39. Sorting the Data Records in a Data Source
Generating Form Letters, Mailing Labels, and a Directory

40. Finding and Displaying Data
Click the Find Recipient button (Mailings tab | Preview Results group) to display the Find Entry dialog box
Type the desired search text in the Find text box
Click the Find Next button to display the record containing the entered text
Click the Cancel button to close the dialog box
Generating Form Letters, Mailing Labels, and a Directory

41. Finding and Displaying Data
Generating Form Letters, Mailing Labels, and a Directory

42. Addressing and Printing Mailing Labels Using an Existing Data Source
Open the Backstage view. Click the New tab in the Backstage view to display the New gallery. With Blank document selected, click the Create button to open a new blank document window
Display the Mailings tab. Click the Start Mail Merge button (Mailings tab | Start Mail Merge group) and then click Step by Step Mail Merge Wizard on the Start Mail Merge menu to display Step 1 of the Mail Merge wizard in the Mail Merge task pane
Click Labels in the ‘Select document type’ area to specify labels as the main document type
Generating Form Letters, Mailing Labels, and a Directory

43. Addressing and Printing Mailing Labels Using an Existing Data Source
Click the Next: Starting document link at the bottom of the Mail Merge task pane to display Step 2 of the Mail Merge wizard
In the Mail Merge task pane, click the Label options link to display the Label Options dialog box
Select the label vendor and product number
Click the OK button to display the selected label layout as the main document
Generating Form Letters, Mailing Labels, and a Directory

44. Addressing and Printing Mailing Labels Using an Existing Data Source
If gridlines are not displayed, click the View Table Gridlines button to show gridlines
Click the Next: Select recipients link at the bottom of the Mail Merge task pane to display Step 3 of the Mail Merge wizard, which allows you to select the data source
If necessary, click ‘Use an existing list’ in the Select recipients area
Click the Browse link to display the Select Data Source dialog box
Generating Form Letters, Mailing Labels, and a Directory

45. Addressing and Printing Mailing Labels Using an Existing Data Source
Navigate to the location of the data source
Click the file name for the desired data source
Click the Open button to display the Mail Merge Recipients dialog box
Click the OK button to close the dialog box
At the bottom of the Mail Merge task pane, click the Next: Arrange your labels link to display Step 4 of the Mail Merge wizard in the Mail Merge task pane
In the Mail Merge task pane, click the Address block link to display the Insert Address Block dialog box
Generating Form Letters, Mailing Labels, and a Directory

46. Addressing and Printing Mailing Labels Using an Existing Data Source
Click the OK button to close the dialog box and insert the AddressBlock merge field in the first label of the main document
Click the ‘Update all labels’ button in the Mail Merge task pane to copy the layout of the first label to the remaining label layouts in the main document
Click the Next: Preview your labels link at the bottom of the Mail Merge task pane to display Step 5 of the Mail Merge wizard, which shows a preview of the mailing labels in the document window
Generating Form Letters, Mailing Labels, and a Directory

47. Addressing and Printing Mailing Labels Using an Existing Data Source
Display the Page Layout tab, change the Spacing Before and After boxes to 0 pt, and then click anywhere to remove the selection
Click the Next: Complete the merge link at the bottom of the Mail Merge task pane to display Step 6 of the Mail Merge wizard
In the Mail Merge task pane, click the Print link to display the Merge to Printer dialog box
If necessary, click All so that all records in the data source will be included in the merge
Generating Form Letters, Mailing Labels, and a Directory

48. Addressing and Printing Mailing Labels Using an Existing Data Source
Insert a sheet of blank mailing labels in the printer
Click the OK button to display the Print dialog box
Click the OK button to print the mailing labels
Click the Close button at the right edge of the Mail Merge task pane
Generating Form Letters, Mailing Labels, and a Directory

49. Addressing and Printing Mailing Labels Using an Existing Data Source
Generating Form Letters, Mailing Labels, and a Directory

50. Changing Page Orientation
Click the Page Orientation button (Page Layout tab | Page Setup group) to display the Page Orientation gallery
Click the desired orientation
Generating Form Letters, Mailing Labels, and a Directory

51. Merging to a Directory
Click the Start Mail Merge button (Mailings tab | Start Mail Merge group) to display the Start Mail Merge menu
Click Directory on the Start Mail Merge menu to select the main document type
Click the Select Recipients button (Mailings tab | Start Mail Merge group) to display the Select Recipients menu
Click Use Existing List on the Select Recipients menu to display the Select Data Source dialog box
If necessary, navigate to the location of the data source
Generating Form Letters, Mailing Labels, and a Directory

52. Merging to a Directory Click the desired file name
Click the Open button to associate the selected data source with the current main document
Click the Insert Merge Field button arrow (Mailings tab | Write & Insert Fields group) to display the Insert Merge Field menu
Click the desired field on the Insert Merge Field menu to insert the merge field in the document
Repeat the previous step for the remaining merge fields
Press the ENTER key
Generating Form Letters, Mailing Labels, and a Directory

53. Merging to a Directory
Generating Form Letters, Mailing Labels, and a Directory

54. Converting Text to a Table
Press CTRL+A to select the entire document, because you want all document contents to be converted to a table
Click the Table button (Insert tab | Tables group) to display the Table gallery
Click Convert Text to Table in the Table gallery to display the Convert Text to Table dialog box
Type the desired number of columns
If desired, click AutoFit to window
If necessary, click the desired way the merge fields are separated
Click the OK button to convert the selected text to a table
Generating Form Letters, Mailing Labels, and a Directory

55. Converting Text to a Table
Generating Form Letters, Mailing Labels, and a Directory

56. Sorting a Table by Multiple Columns
Click the Sort button (Table Tools Layout tab | Data group) to display the Sort dialog box
Click the Sort by box arrow; scroll to and then click the desired field by which to sort
If necessary, select the desired fields in the Then by boxes
Specify whether the first row is a header row
Click the OK button
Generating Form Letters, Mailing Labels, and a Directory

57. Sorting a Table by Multiple Columns
Generating Form Letters, Mailing Labels, and a Directory

58. Chapter Summary Explain the merge process
Use the Mail Merge task pane and the Mailings tab on the Ribbon
Use a letter template as the main document for a mail merge
Create and edit a data source
Insert merge fields in a main document
Use an IF field in a main document
Generating Form Letters, Mailing Labels, and a Directory

59. Chapter Summary Merge and print form letters Select records to merge
Sort data records
Address and print mailing labels and envelopes
Change page orientation
Merge all data records to a directory
Convert text to a table
Generating Form Letters, Mailing Labels, and a Directory

60. Microsoft Word 2010
Chapter 6 Complete