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Microsoft Office Word 2003
Tutorial 6 – Creating Form Letters and
Mailing Labels
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Learn about the Mail Merge process
• Word’s Mail Merge can be used to create form
letters and other documents.
• It combines information from two documents or
sources to create a new document containing the
merged information.
• The process includes a main document that will
receive information extracted from a data source
to produce a final document.
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Mail merge components
• The Mail Merge process consists of three main
components.
– The main document contains placeholders, called
merge fields, that denote what information from the
data source is plugged into that location
– The data source contains information, such as names
and addresses, that replace the merge fields in the main
document
– The final document is called the merged document
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Mail Merge documents
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Use the Mail Merge Wizard
• Word’s Mail Merge task pane will walk you stepby-step through the Mail Merge process.
• It asks you to select the main and data documents,
and allows you to insert merge fields, preview the
document, and finalize the process.
• Every step in the task pane assists you in
completing the Mail Merge process, and allows
you to back track to previous steps if you have
entered an incorrect option.
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Select a main document
• The main document for a Mail Merge process can
be a letter, e-mail, mailing labels, etc.
• After the type of document is selected, there will
be three choices for selecting the actual main
document. The main document can be:
– A new document created from a template
– The document currently open in the Document window
– An existing document on a disk
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Choose a starting document
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Choose a data source
• The data source for a Mail Merge operation is the
file containing the data to be merged into the main
document.
• It frequently contains names and addresses, but
may also contain other information.
• An existing file can be used as the data source for
a Mail Merge, or you can select an option to create
a new list and enter the data into it on the fly.
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Select the data source fields
• Once the data source is selected, the fields to be included in the
merge process must be identified.
• If you are creating a new data source, Word will open a dialog
box and supply default names for the various fields which can
be accepted, or the default names can be deleted and new fields
added.
• Once the fields have been defined, data can be entered for each
field.
• As each data record is completed, click the button in the dialog
box to accept that record and prepare the dialog box for the next
record.
• When all records have been entered, save the data source file.
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Create a new data source
• When you select the Type a new list option in the Mail Merge Wizard
pane, the New Address List dialog box will appear.
• If you are doing a merge with names and addresses, the default names
in this dialog box will probably suffice.
• Otherwise, you can click the Customize button to delete fields you
don't want, and to add fields that you do want.
• Once the fields have been defined, you can begin entering data into the
field text boxes.
• As each record is completed, click the New Entry button to insert the
record into the data source file.
• When all data has been entered, you can then save the data source and
proceed with the remainder of the merge process.
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The New Address List dialog box
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The Customize Address List
dialog box
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A data source record with data added
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Insert merge field codes into
a main document
• After selecting a main document and a data source, the
next step in the Mail Merge process is to enter the merge
fields into the main document.
– These are the placeholders that tell Word which data to insert into
which location
• Word will automatically insert the current date and time
into your document in a format you select.
• Next, select the fields from the data source file to merge.
• Position the cursor in the main document to where each
merge field is to be inserted and select the merge data field
that goes into each location.
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Insert the merge fields
• To begin the process of inserting merge codes, you first click the
“Write your letter option” in the Wizard pane.
• You will be asked if you want to insert a date and time, and can
choose from many different formats. Or, you can choose to skip
it.
• Next, choose the actual data fields from your data source from
the Insert Merge Field dialog box.
• You should then position the cursor in the location where each
data field goes, and click the Insert Merge Field button on the
toolbar.
• You then select which merge data field goes into which location.
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The Insert Merge Fields dialog box
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A main document with
merge fields inserted
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Preview a merged document
• Once the merge fields have been inserted into the main
document, Word allows the document to be previewed to
see how it will look when data is inserted.
• It is an opportunity to look for missing spaces between
codes, or to see if any required fields have been
inadvertently left out.
• Any formatting problems can be spotted at this time.
• If errors are found, you can back up and correct the
problem.
• Otherwise, you can proceed to complete the merge.
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How to preview your document
• To preview your document, click the “Next: Preview your
letters” link in the Mail Merge Task Pane.
• This will cause the data from the first data source file
record to be inserted into a main document and display it in
the Document window.
• If you spot any errors in your document, click the
“Previous: Write your letter” link to back up and correct
whatever problems you found.
• If the document looks OK, click the “Next: Complete the
merge” link to move forward to the next step.
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A document in preview view
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Complete a Mail Merge
• The final step in the Mail Merge process is to
create the final merged documents.
• If the merged documents do not need to be saved,
they can be merged directly to a printer, which
will then print each document without saving.
• The documents can also be saved, in which case a
new document will be created containing the main
document information and data source information
for every record in the data source file.
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Print or save the final documents
• By clicking the “Next: Complete the merge” link in the
Task Pane, Word will complete the process of merging
all data into merged documents.
• Word will assign a default name to the merged
document.
• This final document can be printed and deleted if it is
not needed again, or the document can be saved.
• The final document will contain one letter, or label, or email, etc., for each data source record.
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A final merged document
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Edit an existing data source
• Sometimes, after a Mail Merge has been
completed, you will find that there was data
missing from the data file, or additional data needs
to be inserted.
• The data source file can then be edited to add the
new data, and the merge process can be repeated.
• The data source can be edited using whatever
application created the file, or it can be edited
from within the Mail Merge Wizard.
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How to edit a data source
• It may be easiest to edit the file in the application in which
it was created.
• You can also use the Mail Merge Wizard to edit the file.
• It may be easiest to edit the data source using the Mail
Merge toolbar, rather than the Task Pane.
• Open the main document, with the field codes added, and
then click the Open Data Source button on the Mail Merge
toolbar.
• Locate and open the data source through the dialog boxes
presented to you.
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Edit the data source file in Word
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Sort and filter records
• There are times when it would be better if the merged
documents are in some specific data sequence.
– This would be especially true if preparing mailing labels for a bulk
mailing, which requires the mail to be in zip code sequence
• Word's Mail Merge feature allows the sorting of a data
source into whatever sequence it needs to be in.
• There may be other occasions when only certain records in
the data source file should be selected for merging.
– Perhaps some company wants to mail all customers in only one or
two states
• Filters can be applied before merging the data to the final
documents, which will limit the data selected to only that
data matching the filter criteria.
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Set sort and filter settings
• You can sort data and apply filters by accessing the Mail
Merge Recipients dialog box.
• To sort the data by some field, click the heading bar for
that column in the dialog box and the data will be sorted on
that column.
• Filters can be applied in the same dialog box by selecting
or deselecting the check boxes in the first column.
• Removing the check box for a record means the record will
not be selected when the merge is done.
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Sort by specific fields
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Apply a filter
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