Transcript Word Lesson 12 Creating Mail Merge Documents

Word Lesson 12
Creating Mail Merge Documents
Microsoft Office 2010
Advanced
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Objectives
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Word Lesson 12
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Identify a main document and a data source.
Insert merge fields into the main document.
Preview, merge, and print merged
documents.
Create a new data source.
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Microsoft Office 2010 Advanced
Objectives (continued)
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Word Lesson 12
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Edit, sort, and filter data source records.
Prepare mail merge documents for mass
mailing labels and envelopes.
Create a main document for mass e-mails.
Use mail merge features to create catalogs
and directories.
Cable / Morrison
Microsoft Office 2010 Advanced
Vocabulary
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Word Lesson 12
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data source
field
field name
filter
MAPI (Messaging
Application
Programming
Interface)
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main document
merge field
record
switch
Microsoft Office 2010 Advanced
Creating Mail Merge Documents
Word Lesson 12
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The main document is a file that contains
the boilerplate text and formats that remain
constant during the merge process.
The data source is a collection of variable
information to be used in a merge.
In the merge process, variable information
from the data source is merged into the main
document.
Cable / Morrison
Microsoft Office 2010 Advanced
Creating Mail Merge Documents
(continued)
Word Lesson 12
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Identifying the Main Document and the
Data Source
First step in the merge process is to select
the main document type.
Second step is to select the starting (or main)
document.
Third step is to select the recipients.
Cable / Morrison
Microsoft Office 2010 Advanced
Creating Mail Merge Documents
(continued)
Word Lesson 12
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Identifying the Main Document and the
Data Source (continued)
The data source stores information in a field.
The field name is a label that identifies a
field in a data source.
A record is a group of related fields, or a
single field, treated as a unit in a data
source.
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Microsoft Office 2010 Advanced
Creating Mail Merge Documents
(continued)
Word Lesson 12
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Inserting Merge Fields into the Main
Document
Fourth step in the merge process is to add
merge fields to the main document.
The merge field is a placeholder in the main
document.
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Instructs Word to find and insert the
corresponding information from the data source
Cable / Morrison
Microsoft Office 2010 Advanced
Creating Mail Merge Documents
(continued)
Word Lesson 12
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Previewing, Merging, and Printing the
Merged Documents
Fifth step in the merge process allows you to
preview the merged data in the main
document.
Sixth and final step is to complete the merge.
Cable / Morrison
Microsoft Office 2010 Advanced
Creating and Editing Data Sources
Word Lesson 12
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Creating a Data Source Using the Mail
Merge Feature
First step in creating a data source is to
identify the field names to be used.
Multiple merge documents can share the
same data source.
When creating a data source, be sure to
include all possible fields.
Cable / Morrison
Microsoft Office 2010 Advanced
Creating and Editing Data Sources
(continued)
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Word Lesson 12
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Editing Data Source Records
You can edit or delete existing entries and
add new entries in the data source.
If data source is saved in an Access table,
you can edit it in the Mail Merge Recipients
dialog box by clicking the Edit button.
Cable / Morrison
Microsoft Office 2010 Advanced
Creating and Editing Data Sources
(continued)
Editing Data Source Records (continued)
Word Lesson 12
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Mail Merge Recipients dialog box
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Cable / Morrison
Microsoft Office 2010 Advanced
Creating and Editing Data Sources
(continued)
Word Lesson 12
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Sorting and Filtering Data Source
Records
Sort the data source records before
completing the merge.
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Records can be sorted in ascending or
descending order by up to three fields.
A filter screens records by identifying criteria
that must be met before the records are
included in a merge.
Cable / Morrison
Microsoft Office 2010 Advanced
Creating and Editing Data Sources
(continued)
Sorting and Filtering Data Source
Records (continued)
Word Lesson 12
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Filter and Sort dialog box
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Microsoft Office 2010 Advanced
Creating and Editing Data Sources
(continued)
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Word Lesson 12
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Inserting Fields with Conditions
The Rules button provides special fields that
set conditions for performing an action during
the merge process.
When you insert these special fields in a
main document, you set parameters that
Word uses to make a decision.
Cable / Morrison
Microsoft Office 2010 Advanced
Preparing Mailing Labels and
Envelopes
Word Lesson 12
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You can use data from an existing data
source or you can create a new data source.
You can edit individual labels or envelopes
for selected records.
Cable / Morrison
Microsoft Office 2010 Advanced
Preparing Mailing Labels and
Envelopes (continued)
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Word Lesson 12
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Preparing Mailing Labels
You can merge records to create labels for:
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Mailing labels
Name badges
Business cards
Postcards
Folder labels
And more
Cable / Morrison
Microsoft Office 2010 Advanced
Preparing Mailing Labels and
Envelopes (continued)
Preparing Mailing Labels (continued)
Word Lesson 12
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Label Options dialog box
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Microsoft Office 2010 Advanced
Preparing Mailing Labels and
Envelopes (continued)
Word Lesson 12
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Preparing Envelopes Using the Mail
Merge Feature
Mail Merge feature can be used to prepare
addressed envelopes for a group or mass
mailing.
Cable / Morrison
Microsoft Office 2010 Advanced
Creating a Main Document for
Mass E-Mails
Word Lesson 12
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You can use the merge feature to create
group or mass mailings for personalized email messages.
You can use Outlook or another MAPI
(Messaging Application Programming
Interface) compliant e-mail program.
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MAPI is a Windows programming interface that
provides applications with a standard way to
communicate when sending e-mail.
Cable / Morrison
Microsoft Office 2010 Advanced
Creating Catalogs and Directories
Word Lesson 12
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Merge feature is convenient for creating a
catalog or a price list.
A switch is a special instruction that modifies
a field result.
Cable / Morrison
Microsoft Office 2010 Advanced
Word Lesson 12
Creating Catalogs and Directories
(continued)
Common switches
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Cable / Morrison
Microsoft Office 2010 Advanced
Word Lesson 12
Summary
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In this lesson, you learned:
 You can use the mail merge feature to create
personalized and customized form letters,
mailing labels, and envelopes.
 The mail merge process involves combining
a main document with variable information
from a data source.
Cable / Morrison
Microsoft Office 2010 Advanced
Summary (continued)
Word Lesson 12
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To create the main document, you can use
the current document, or you can start from a
template or an existing document.
For the variable data, you can use an
existing data source or you can create a new
data source.
Cable / Morrison
Microsoft Office 2010 Advanced
Summary (continued)
Word Lesson 12
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You insert fields into the main document to
merge the variable data from the data
source.
Data records can be sorted and edited
before you merge them with a main
document, and you can apply rules to the
fields, which set parameters for the variable
content.
Cable / Morrison
Microsoft Office 2010 Advanced
Summary (continued)
Word Lesson 12
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You can preview merge results before you
complete a merge, and you can edit
individual merged records.
You can use the mail merge process to
personalize an e-mail message to be sent to
multiple recipients.
You can use the mail merge process to
create catalogs and directories.
Cable / Morrison
Microsoft Office 2010 Advanced