14896_Microsoft_Word_2003_Mail_Merge_2007_06_11

8/6/2019 14896_Microsoft_Word_2003_Mail_Merge_2007_06_11

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Microsoft Word:Mail Merge Basics

Presenter: Jolanta Soltis


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Academic Computing Services 2007

Objectives

Define a mail merge

Discuss the parts of a mail merge

Discuss common mail merge terminology

Describe the three steps used to complete a mail merge

Discuss some common mail merge issues


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Mail Merge


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Parts of a Mail MergeMain document

Data source

Header source (optional)

Results


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Common Terminology

Field

A specific piece of information about a record

Record An associated collection of fields

Delimiter

A character used to separate fields and records

Header row

The row that contains the field names


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Example

Record

Header Row Field

Delimiter


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The Main Document Contains

Boilerplate text

Form letter

Invoice

A standard format for printing Envelope

Label

Fields

Placeholders for the data from your data source


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Types of Main DocumentsForm letters

Mailing labels

Envelopes

Catalog


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The Data Source

Contains the text and graphics that vary for each

merged document

Contains records and fields

Requirements:

Records in the data source must contain the same number

of fields as the header row

The header row must be the first row or paragraph (if a

separate header source is not used) Field data must be entered exactly as you want it to be

printed


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Types of Data Sources

Word document

Excel spreadsheet

Databases

Microsoft Access

dBASE

MicrosoftFoxPro

Others

Address booksText files


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Header Source (optional)

Consists of a row of field names

Used in addition to a data source

Identifies the fields of data in the data sourceFor example,if you can't add or edit a

header record in the data source (because

the data source is read-only), you can use a

separate header source that contains the

field names you want to use.


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Results of Mail Merge

Word XP can merge to:

New document

Printer

Fax (if faxing software is installed)

E-mail (if e-mail software is installed)


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Getting Started

To activate the Mail Mergeclick Mail Merge Wizardonthe Tools/Letters andMailingsmenu.

Mail Merge Task Pane


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Using the Mail Merge

1. Open or create the main document.

2. Attach an existing or new data source.

3. Edit the main document.

4. Perform the merge.


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Step 1.

Open or create the

main document.


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Step 2.

Select Recipients


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Type a New List

The Create Data Source dialog box lets you:

Remove unwanted field names

Add new field names

Change the order of field names


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New Address List Dialog Box


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Step 3.

Set Up the Main Document


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Preview the Merge Result

After you set up your mail-merge maindocument and attach it to a data source,you can see a preview of the merge

result.


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Step 4.

Complete the Merge


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Help Resources

Microsoft Word Help

Ask the Office Assistant!


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Help Resources (cont.)

Mail Merge Troubleshooter


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Online Help Available

Word Mail Merge Resource Center

http://support.microsoft.com/support/wor

d/usage/mailmerge/default.asp

http://support.microsoft.com/default.aspx?scid=kb;en-us;287561
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