Chapter 17. Copyright 2003, Paradigm Publishing Inc. CHAPTER 17 BACKNEXTEND 17-2 LINKS TO OBJECTIVES Mail Merge Wizard Letters Envelopes Labels Directory

Chapter 17

Copyright 2003, Paradigm Publishing Inc.

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OBJECTIVES• Mail Merge Wizard• Letters• Envelopes• Labels• Directory• Custom Fields• Edit Documents• Input Text During

Merge• Commands Review

MERGING DOCUMENTS

Signature: Microsoft Word 2003


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Performance ObjectivesPerformance Objectives

• Use the Mail Merge Wizard to create letters, envelopes, labels, and a directory

• Create custom fields for a merge• Edit main documents and data source

documents• Input text during a merge


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Mail Merge ConceptsMail Merge Concepts

generally, a merge takes two documentsgenerally, a merge takes two documents

main document- contains standard

informationletters

envelopeslabels

directoriese-mail messages

faxes

data source- contains variable

information

records- all the information

for one unit

fields- type of information

name,address,

phone, etc.


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Using the Mail Merge WizardUsing the Mail Merge Wizard

guides you throughguides you throughthe merge process andthe merge process andpresents six task panespresents six task panes

Tools, Letters and Mailings, Mail Merge

identify the type ofdocument you are creating

click


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Step 2Step 2

identify thestarting document

click


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Step 3Step 3

identify thedata source

click

customizefields

enterinformation

click when youare finished

entering data – willbe prompted to Save

click to addnext entry


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Step 4Step 4

helps you preparethe main document

click

click when youare finished

selecting elements


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Step 5Step 5

preview the merged documents

click

click to view documentsfor other recipients


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Step 6Step 6

complete the merge

click

Save the merged documents in Save the merged documents in the normal manner.the normal manner.


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Preparing EnvelopesPreparing Envelopes

click

select

selectdesiredoptions

click

click


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Preparing Envelopes…2Preparing Envelopes…2Complete the remaining mail Complete the remaining mail

merge steps in the normal merge steps in the normal manner.manner.

click

identify thedata source

arrange theenvelope


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Preparing LabelsPreparing Labels

similar to creating envelopessimilar to creating envelopes

select label optionsin Step 2 of 6

labels arearranged


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Preparing a DirectoryPreparing a DirectoryUseful if you want the merged Useful if you want the merged

information to remain on the same information to remain on the same page.page.

insert desired fields


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Creating Custom FieldsCreating Custom Fields


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Editing Merge DocumentsEditing Merge Documents

Main DocumentMain Documentedit in the normal manner

Data SourceData Sourceuse Mail Merge Wizard

oruse Mail Merge Toolbar


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Mail Merge Toolbar ButtonsMail Merge Toolbar Buttons

Main document setup

Open Data Source

Mail Merge Recipients

Insert Address Block

Insert Greeting Line

Insert Merge Fields

Insert Word Field

View Merged Data

Highlight Merge Fields

Match Fields

Propagate Labels

First Record

Previous Record

Go to Record

Next Record

Last Record

Find Entry

Check for Errors

Merge to New Document

Merge to Printer

Merge to E-Mail

Merge to Fax


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Inputting Text during a MergeInputting Text during a Merge

positioninsertion point

in main document

type information here

click button

click

type prompt textdialog box with prompt

appears during mail merge


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Commands ReviewCommands ReviewHow do you begin the Mail Merge Wizard?

Tools, Letters and Mailings, Mail Merge


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Commands ReviewCommands ReviewHow do you display the Mail Merge toolbar?

View, Toolbars, Mail Merge


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Coming NextComing Next

SORTING AND SELECTING