Transcript MASTERING EXCEL FORMULAS AND FUNCTIONS

Get Personal with
Your Customers and
Microsoft Word
Mail Merge
Presented by: Mitzi Katz
Gibson Computer Associates
(303) 549-4972
mitzikatz.com
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Applications for Merging

Personalize letters

Create a wide variety of labels
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
Mailings
File folder labels
CD labels
Name badges
Table tents
Directories and catalogs are at your fingertips
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Merging Components
Word Document:
Letters
Labels
Directory
Data Source Document:
Excel Worksheet
Word Table
Outlook Contacts
New merged document
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Basic “Gotchas”

Begin with the Word document open that will be
used as the merge form
 Begin with the data source document saved and
closed.

Data in good working order
• Accurate and complete


Consistent data
No gaps - Nicknames
• Filtered
• Sorted

“Edit” individual records before printing
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Meet the Wizard
2003 Path
 Tools

Letters and Mailings
• Mail Merge
2007 Path
 Mailings

Start Mail Merge
• Step by Step Mail
Merge Wizard
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Next Steps
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Dialog Choices - 2003
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Dialog Choices - 2007
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Next Steps
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Next Steps
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Next Steps
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Final Merged Document
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Review the Steps
1.
2.
3.
4.
5.
6.
Starting document
Select recipients
Write the letter
Preview the letter
Complete the merge
Edit and print individual letters
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Save Early – Save Often!
 Save
and review the final merge document
before printing / distributing.
 Save the setup document to use for a
future merge.
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Same Wizard
Different
Application

Follow the same
steps to complete the
merge, except…
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Spacing Issues
 Add
two returns (press Enter) after the first
record to leave space between records.
 Preview will not show multiple records.
 Will the final document have multiple
columns?
 Will the lines of a record be allowed to split
across the columns?
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Directory Field Set Up
Lines allowed to split across records
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Final Merged Document
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Alternative Directory Field Set Up
Lines not allowed to split across records
Format > Paragraph > Line and Page Breaks > Keep with next
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Alternative Final Merged Document
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Format the Final Document
2003 Path
 Add a banner heading and format for
center, bold, large, etc.
 Insert > Break > Continuous
 Format > Columns > Two
 Remove empty paragraphs
 Use increased space below as needed
 Add Headers and Footers as desired
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Format the Final Document
2007 Path
 Add a banner heading and format for
center, bold, large, etc.
 Page Layout > Breaks > Continuous
 Page Layout > Columns button > Two
 Remove empty paragraphs
 Use increased space below as needed
 Add Headers and Footers as desired
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Insert Graphics

Insert graphics on the
set up document or
the final document
 Check graphic
settings for layout
 Size graphics

Insert > Picture >
From File
 Browse for file
 Double-click to insert
file
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Insert Graphics
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Graphics on Labels
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Final Merged Label Document
with Graphics
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Data Sources -Outlook
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Data Sources - Excel
 Heading
format
 Splitting names
 Successful sorting

Avoid mismatched data!
 Zip
format
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Data Sources - Create a Word List
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Show Mail Merge Toolbar – 2003
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Mailings Ribbon – 2007
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Insert Word Fields – 2003
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Insert Word Fields (Rules) – 2007
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mitzikatz.com
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