Transcript Document

Microsoft
Word 2010
Chapter 6
Generating Form Letters,
Mailing Labels, and a
Directory
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
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Objectives
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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
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Project – Form Letters, Mailing Labels,
and a Directory
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General Project Guidelines
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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
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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
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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
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Creating a Folder while Saving
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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
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Creating a Folder while Saving
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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
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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
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Creating a New Data Source
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Creating a New Data Source
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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
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Saving a Data Source
when Prompted by Word
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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
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Entering the Date
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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
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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
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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
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Editing the AddressBlock Merge Field
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Editing the GreetingLine Merge Field
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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
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Inserting a Merge Field
in the Main Document
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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
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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
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Inserting an IF Field
in the Main Document
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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
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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
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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
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Merging the Form Letters
to a New Document
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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
• 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
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Merging the Form Letters to the Printer
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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
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Selecting Records to Merge
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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
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Removing a Merge Condition
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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
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Sorting the Data Records
in a Data Source
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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
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Finding and Displaying Data
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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
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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
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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
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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
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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
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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
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Addressing and Printing Mailing Labels
Using an Existing Data Source
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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
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Addressing and Printing Mailing Labels
Using an Existing Data Source
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Changing Page Orientation
• Click the Page Orientation button (Page Layout
tab | Page Setup group) to display the Page
Orientation gallery
• Click the desired orientation
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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
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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
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Merging to a Directory
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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
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Converting Text to a Table
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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
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Sorting a Table by Multiple Columns
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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
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Chapter Summary
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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
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Microsoft
Word 2010
Chapter 6 Complete