1. Lesson 10 - Mail Merge and Reviewing Documents Advanced Microsoft Word

2. Learning Goals The goal of this lesson is for the students to successfully create a mail merge project and review documents using the Review Ribbon. The student will create and preview a merge document as well as review the document to approve changes.

3. Learning Objectives On completion of this lesson, students will be able to do the following: – Understanding mail merge – Using mail merge – Selecting a main document – Create a data source – Edit the main document – Preview the merged document – Complete the merge – Compare and merge document versions – Manage tracked changes

4. Merging Document Versions Documents reviewed by several reviews may be merged into a singular document preserving the changes and comments made by each reviewer. Compare Group commands- – Compare: Allows you to compare two documents. – Combine: Allows you to combine the changes made by multiple authors into a single document.

5. Managing Tracked Changes Using track changes are more efficient than proofing a document hard copy. The document must be view in Print Layout View to use Track Changes. Appearances- – Text changes appear in a contrasting color – Formatting changes appear in oblong boxes called balloons – A vertical line appears in the left margin next to text that has been changed in any way. Comments may be inserted into the document margins. A ScreenTip that displays to indicate the user name, date and time of an edit.

6. What is a Mail Merge? The process of combining a form letter with a list of names and addresses to produce individualized letters. Creating a Mail Merge requires two things: – A Main Document – A Data Source

7. Main Document The Main Document is simple to create. It is the part of your letter that doesn’t change. Write all of your text. Add any fancy formatting or styles you want.

8. Example An easy way to keep track of where you will be replacing things is to use short descriptions in all caps. – Ex: For a spot where a name would go, type FIRST LAST This isn’t required, but can be helpful

9. Data Source The Data Source is made up of Fields and Records Fields are what will make your Mail Merge seem customized Fields are grouped into Records Each Record represents a new document that will be created by the Mail Merge

10. How to Add Recipients Remember what Fields you need Click Select Recipients button under the Mailings tab

11. How to Add Recipients (cont.) A menu will drop down to give you more options: – Type New List – Build a New List – Use Existing List – Use if you already have a Database set up – Select From Outlook Contacts – Use if you are pulling your list from Microsoft Outlook

12. How to Add Recipients (cont.) Choose Type New List You will need to customize the Fields to fit your needs

13. How to Add Recipients (cont.) Click Customize Columns Edit to suit your needs Click OK

14. Adding Records Simply type in the information you need Remember: Fields are Columns, Records are Rows! Click OK when you’re finished

15. Adding Records (cont.) A special Save As dialog box will open, letting you save your address list Click Save after you have named the file

16. Adding Fields to the Main Document Select the ALL CAPS text you added earlier (or just put the insertion pointer where you want the field to appear) Under the Mailings Tab, click Insert Merge Field and choose the proper field

17. Adding Fields to the Main Document (cont.) Ex: If you’re replacing the FIRST text in your document with a > field, choose it from the list. You may need to do some editing after adding the field, like a space, comma, or colon. Add the fields, until you have your letter, proper

18. Finishing Your Mail Merge Save the Main Document Click the Preview Results button

19. Finishing Your Mail Merge (cont.) The > disappear! Replaced with the information you typed in the first record You can use the arrows to cycle through all the records you created Check for punctuation and grammar errors, spacing issues, double, or unwanted fields, and things that just don’t seem to look right To fix any mistakes, you must leave Preview mode and edit the Main Document – Click Preview Results again to exit preview mode

20. The Final Task Click on Finish & Merge and select the option you want – Print Documents: Choose this if you’re sure everything is good to go. – Edit Individual Documents: Creates a new Word document, with all the merges one after another

21. The Final Task, continued A dialog box will pop up, asking what records to save or print – Click the All button to print or save everything Click OK when you’re ready to print Congratulations! You’re done!