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Copyright 2007, Paradigm Publishing Inc.
Word 2007Chapter 8
BACK NEXT END
8-1
LINKS TO OBJECTIVES
• Create and Merge• Creating a Data
Source• Creating a Main
Document for Letters
• Merging Envelopes• Merging Labels• Merging a Directory• Selecting records
in a Data Source• Edit Data Source
Files• Input Text during a
Merge• Features Summary
MERGING DOCUMENTS
Chapter
8Chapter
8
Microsoft Word 2007 - Specialist
Copyright 2007, Paradigm Publishing Inc.
Word 2007Chapter 8
BACK NEXT END
8-2
LINKS TO OBJECTIVES
• Create and Merge• Creating a Data
Source• Creating a Main
Document for Letters
• Merging Envelopes• Merging Labels• Merging a Directory• Selecting records
in a Data Source• Edit Data Source
Files• Input Text during a
Merge• Features Summary
Performance ObjectivesPerformance Objectives
• Create and merge letters, envelopes, labels, and a directory
• Create custom fields for a merge• Edit main documents and data source
files• Input text during a merge
Copyright 2007, Paradigm Publishing Inc.
Word 2007Chapter 8
BACK NEXT END
8-3
LINKS TO OBJECTIVES
• Create and Merge• Creating a Data
Source• Creating a Main
Document for Letters
• Merging Envelopes• Merging Labels• Merging a Directory• Selecting records
in a Data Source• Edit Data Source
Files• Input Text during a
Merge• Features Summary
Mail MergeMail Merge
Contains standard text and
fields to be filled in by
data source
Need to create
Main documen
t Data Source
One copy of main
document for each record in the data
source
Contains data used to
fill in the main
document
Need to create Result of merge
1 2 3 4
Copyright 2007, Paradigm Publishing Inc.
Word 2007Chapter 8
BACK NEXT END
8-4
LINKS TO OBJECTIVES
• Create and Merge• Creating a Data
Source• Creating a Main
Document for Letters
• Merging Envelopes• Merging Labels• Merging a Directory• Selecting records
in a Data Source• Edit Data Source
Files• Input Text during a
Merge• Features Summary
Creating a Data Source
Mailings tab, Select Recipients
click
Can type in names and addresses
here to create a
data source file
Click to change, add,
delete columns Click OK to save the typed
data
Copyright 2007, Paradigm Publishing Inc.
Word 2007Chapter 8
BACK NEXT END
8-5
LINKS TO OBJECTIVES
• Create and Merge• Creating a Data
Source• Creating a Main
Document for Letters
• Merging Envelopes• Merging Labels• Merging a Directory• Selecting records
in a Data Source• Edit Data Source
Files• Input Text during a
Merge• Features Summary
Customizing Data Source Columns
Click a field name, Click ‘Delete’ or ‘Rename’
Change order
Click ‘Add …’
Copyright 2007, Paradigm Publishing Inc.
Word 2007Chapter 8
BACK NEXT END
8-6
LINKS TO OBJECTIVES
• Create and Merge• Creating a Data
Source• Creating a Main
Document for Letters
• Merging Envelopes• Merging Labels• Merging a Directory• Selecting records
in a Data Source• Edit Data Source
Files• Input Text during a
Merge• Features Summary
Creating a Main Document
Mailings tab, Start Mail Merge
Click desired document type
Then start to type … and/or add merge fields
Copyright 2007, Paradigm Publishing Inc.
Word 2007Chapter 8
BACK NEXT END
8-7
LINKS TO OBJECTIVES
• Create and Merge• Creating a Data
Source• Creating a Main
Document for Letters
• Merging Envelopes• Merging Labels• Merging a Directory• Selecting records
in a Data Source• Edit Data Source
Files• Input Text during a
Merge• Features Summary
Adding an Address Block
Click choice to see sample Click OK
Copyright 2007, Paradigm Publishing Inc.
Word 2007Chapter 8
BACK NEXT END
8-8
LINKS TO OBJECTIVES
• Create and Merge• Creating a Data
Source• Creating a Main
Document for Letters
• Merging Envelopes• Merging Labels• Merging a Directory• Selecting records
in a Data Source• Edit Data Source
Files• Input Text during a
Merge• Features Summary
Adding a Greeting Line
Click choices and view sample
Click OK
Copyright 2007, Paradigm Publishing Inc.
Word 2007Chapter 8
BACK NEXT END
8-9
LINKS TO OBJECTIVES
• Create and Merge• Creating a Data
Source• Creating a Main
Document for Letters
• Merging Envelopes• Merging Labels• Merging a Directory• Selecting records
in a Data Source• Edit Data Source
Files• Input Text during a
Merge• Features Summary
Adding Fields from the Data Source
Click to add to document at the insertion point
List of fields from Data Source
Copyright 2007, Paradigm Publishing Inc.
Word 2007Chapter 8
BACK NEXT END
8-10
LINKS TO OBJECTIVES
• Create and Merge• Creating a Data
Source• Creating a Main
Document for Letters
• Merging Envelopes• Merging Labels• Merging a Directory• Selecting records
in a Data Source• Edit Data Source
Files• Input Text during a
Merge• Features Summary
Previewing a Merge
Merge fields filled in from Data Source
Use to view other records
Copyright 2007, Paradigm Publishing Inc.
Word 2007Chapter 8
BACK NEXT END
8-11
LINKS TO OBJECTIVES
• Create and Merge• Creating a Data
Source• Creating a Main
Document for Letters
• Merging Envelopes• Merging Labels• Merging a Directory• Selecting records
in a Data Source• Edit Data Source
Files• Input Text during a
Merge• Features Summary
Merging Documents
Click to create a document of multiple pages
Can edit individual letters
Can Save document of letters
Click OK
Copyright 2007, Paradigm Publishing Inc.
Word 2007Chapter 8
BACK NEXT END
8-12
LINKS TO OBJECTIVES
• Create and Merge• Creating a Data
Source• Creating a Main
Document for Letters
• Merging Envelopes• Merging Labels• Merging a Directory• Selecting records
in a Data Source• Edit Data Source
Files• Input Text during a
Merge• Features Summary
Merging Envelopes
Mailings tab, Start Mail Merge
click
Choose envelope size and click OK
Copyright 2007, Paradigm Publishing Inc.
Word 2007Chapter 8
BACK NEXT END
8-13
LINKS TO OBJECTIVES
• Create and Merge• Creating a Data
Source• Creating a Main
Document for Letters
• Merging Envelopes• Merging Labels• Merging a Directory• Selecting records
in a Data Source• Edit Data Source
Files• Input Text during a
Merge• Features Summary
Data Source for Envelopes
click
Navigate to existing file and double-click it
Mailings tab, Start Mail Merge
Copyright 2007, Paradigm Publishing Inc.
Word 2007Chapter 8
BACK NEXT END
8-14
LINKS TO OBJECTIVES
• Create and Merge• Creating a Data
Source• Creating a Main
Document for Letters
• Merging Envelopes• Merging Labels• Merging a Directory• Selecting records
in a Data Source• Edit Data Source
Files• Input Text during a
Merge• Features Summary
Insert Fields for Envelopes
Optionally type return address
Position insertion point Click
Copyright 2007, Paradigm Publishing Inc.
Word 2007Chapter 8
BACK NEXT END
8-15
LINKS TO OBJECTIVES
• Create and Merge• Creating a Data
Source• Creating a Main
Document for Letters
• Merging Envelopes• Merging Labels• Merging a Directory• Selecting records
in a Data Source• Edit Data Source
Files• Input Text during a
Merge• Features Summary
Merging Envelopes
Click to create a Word document of multiple envelopes
Can edit individual envelopes Can Save document of envelopes
Click OK
Copyright 2007, Paradigm Publishing Inc.
Word 2007Chapter 8
BACK NEXT END
8-16
LINKS TO OBJECTIVES
• Create and Merge• Creating a Data
Source• Creating a Main
Document for Letters
• Merging Envelopes• Merging Labels• Merging a Directory• Selecting records
in a Data Source• Edit Data Source
Files• Input Text during a
Merge• Features Summary
Merging Mailing Labels
Mailings tab, Start Mail Merge
click
Choose label manufacturer and product number then click OK
Copyright 2007, Paradigm Publishing Inc.
Word 2007Chapter 8
BACK NEXT END
8-17
LINKS TO OBJECTIVES
• Create and Merge• Creating a Data
Source• Creating a Main
Document for Letters
• Merging Envelopes• Merging Labels• Merging a Directory• Selecting records
in a Data Source• Edit Data Source
Files• Input Text during a
Merge• Features Summary
Data Source for Labels
Navigate to existing file and double-click it
Same as letters and envelopes
Copyright 2007, Paradigm Publishing Inc.
Word 2007Chapter 8
BACK NEXT END
8-18
LINKS TO OBJECTIVES
• Create and Merge• Creating a Data
Source• Creating a Main
Document for Letters
• Merging Envelopes• Merging Labels• Merging a Directory• Selecting records
in a Data Source• Edit Data Source
Files• Input Text during a
Merge• Features Summary
Insert Fields for Labels
Insert address block or … type and insert merge fields
use rulers to stay within boundaries
then click
format as needed to stay within boundaries
Copyright 2007, Paradigm Publishing Inc.
Word 2007Chapter 8
BACK NEXT END
8-19
LINKS TO OBJECTIVES
• Create and Merge• Creating a Data
Source• Creating a Main
Document for Letters
• Merging Envelopes• Merging Labels• Merging a Directory• Selecting records
in a Data Source• Edit Data Source
Files• Input Text during a
Merge• Features Summary
Complete the Merge
Click to create a Word document of multiple labels
Can edit individual labels
Can Save document of labels
Click OK
Copyright 2007, Paradigm Publishing Inc.
Word 2007Chapter 8
BACK NEXT END
8-20
LINKS TO OBJECTIVES
• Create and Merge• Creating a Data
Source• Creating a Main
Document for Letters
• Merging Envelopes• Merging Labels• Merging a Directory• Selecting records
in a Data Source• Edit Data Source
Files• Input Text during a
Merge• Features Summary
Merging a Directory
1. Mailings tab, Start Mail Merge
click
Same procedure as letters
2. Designate data source3. Insert merge fields
4. Complete the merge
Place merge fields for one record. Press Enter key at end of last line.
Copyright 2007, Paradigm Publishing Inc.
Word 2007Chapter 8
BACK NEXT END
8-21
LINKS TO OBJECTIVES
• Create and Merge• Creating a Data
Source• Creating a Main
Document for Letters
• Merging Envelopes• Merging Labels• Merging a Directory• Selecting records
in a Data Source• Edit Data Source
Files• Input Text during a
Merge• Features Summary
Selecting Records in a Data Source
Edit Recipient List
Check to include all in the merge
Uncheck to exclude a record
Copyright 2007, Paradigm Publishing Inc.
Word 2007Chapter 8
BACK NEXT END
8-22
LINKS TO OBJECTIVES
• Create and Merge• Creating a Data
Source• Creating a Main
Document for Letters
• Merging Envelopes• Merging Labels• Merging a Directory• Selecting records
in a Data Source• Edit Data Source
Files• Input Text during a
Merge• Features Summary
Editing Records in a Data Source
Edit Recipient List
Click Edit to add, delete, or change records
Click OK
Click the data source file name
Copyright 2007, Paradigm Publishing Inc.
Word 2007Chapter 8
BACK NEXT END
8-23
LINKS TO OBJECTIVES
• Create and Merge• Creating a Data
Source• Creating a Main
Document for Letters
• Merging Envelopes• Merging Labels• Merging a Directory• Selecting records
in a Data Source• Edit Data Source
Files• Input Text during a
Merge• Features Summary
Inputting Text during a Merge
Insertion point here
Click Rules, Fill-in…
As each record is merged, the prompt will appear.
Copyright 2007, Paradigm Publishing Inc.
Word 2007Chapter 8
BACK NEXT END
8-24
LINKS TO OBJECTIVES
• Create and Merge• Creating a Data
Source• Creating a Main
Document for Letters
• Merging Envelopes• Merging Labels• Merging a Directory• Selecting records
in a Data Source• Edit Data Source
Files• Input Text during a
Merge• Features Summary
How many documents do you need to perform a Mail Merge?
Features Summary
Two –A Main Document and a Data Source
Copyright 2007, Paradigm Publishing Inc.
Word 2007Chapter 8
BACK NEXT END
8-25
LINKS TO OBJECTIVES
• Create and Merge• Creating a Data
Source• Creating a Main
Document for Letters
• Merging Envelopes• Merging Labels• Merging a Directory• Selecting records
in a Data Source• Edit Data Source
Files• Input Text during a
Merge• Features Summary
How do you start the Mail Merge process?
Features Summary
Mailings tab, Start Mail Merge
Click one
Copyright 2007, Paradigm Publishing Inc.
Word 2007Chapter 8
BACK NEXT END
8-26
LINKS TO OBJECTIVES
• Create and Merge• Creating a Data
Source• Creating a Main
Document for Letters
• Merging Envelopes• Merging Labels• Merging a Directory• Selecting records
in a Data Source• Edit Data Source
Files• Input Text during a
Merge• Features Summary
How do you create a Data Source?
Features Summary
Mailings tab, Select Recipients
click
Copyright 2007, Paradigm Publishing Inc.
Word 2007Chapter 8
BACK NEXT END
8-27
LINKS TO OBJECTIVES
• Create and Merge• Creating a Data
Source• Creating a Main
Document for Letters
• Merging Envelopes• Merging Labels• Merging a Directory• Selecting records
in a Data Source• Edit Data Source
Files• Input Text during a
Merge• Features Summary
How do you use an existing Data Source?
Features Summary
Mailings tab, Select Recipients
click
Copyright 2007, Paradigm Publishing Inc.
Word 2007Chapter 8
BACK NEXT END
8-28
LINKS TO OBJECTIVES
• Create and Merge• Creating a Data
Source• Creating a Main
Document for Letters
• Merging Envelopes• Merging Labels• Merging a Directory• Selecting records
in a Data Source• Edit Data Source
Files• Input Text during a
Merge• Features Summary
How do you create a letter for each of the names in your Data Source?
Features Summary
Mailings tab,Start Mail Merge, Letters
Copyright 2007, Paradigm Publishing Inc.
Word 2007Chapter 8
BACK NEXT END
8-29
LINKS TO OBJECTIVES
• Create and Merge• Creating a Data
Source• Creating a Main
Document for Letters
• Merging Envelopes• Merging Labels• Merging a Directory• Selecting records
in a Data Source• Edit Data Source
Files• Input Text during a
Merge• Features Summary
How do you create an envelope for each of the names in your Data Source?
Features Summary
Mailings tab, Start Mail Merge, Envelopes…
Copyright 2007, Paradigm Publishing Inc.
Word 2007Chapter 8
BACK NEXT END
8-30
LINKS TO OBJECTIVES
• Create and Merge• Creating a Data
Source• Creating a Main
Document for Letters
• Merging Envelopes• Merging Labels• Merging a Directory• Selecting records
in a Data Source• Edit Data Source
Files• Input Text during a
Merge• Features Summary
How do you create an address label for each of the names in your Data Source?
Features Summary
Mailings tab, Start Mail Merge, Labels…
Copyright 2007, Paradigm Publishing Inc.
Word 2007Chapter 8
BACK NEXT END
8-31
LINKS TO OBJECTIVES
• Create and Merge• Creating a Data
Source• Creating a Main
Document for Letters
• Merging Envelopes• Merging Labels• Merging a Directory• Selecting records
in a Data Source• Edit Data Source
Files• Input Text during a
Merge• Features Summary
How do you create a list of names and phone numbers for each of the names in your Data Source?
Features Summary
Mailings tab, Start Mail Merge, Directory
Copyright 2007, Paradigm Publishing Inc.
Word 2007Chapter 8
BACK NEXT END
8-32
LINKS TO OBJECTIVES
• Create and Merge• Creating a Data
Source• Creating a Main
Document for Letters
• Merging Envelopes• Merging Labels• Merging a Directory• Selecting records
in a Data Source• Edit Data Source
Files• Input Text during a
Merge• Features Summary
How do you insert variable information during the Merge for each of the names in your Data Source?
Features Summary
When typing the Main Document, create a Fill-in field at the point where you want the variable information inserted.
Copyright 2007, Paradigm Publishing Inc.
Word 2007Chapter 8
BACK NEXT END
8-33
LINKS TO OBJECTIVES
• Create and Merge• Creating a Data
Source• Creating a Main
Document for Letters
• Merging Envelopes• Merging Labels• Merging a Directory• Selecting records
in a Data Source• Edit Data Source
Files• Input Text during a
Merge• Features Summary
ASSESSING PROFICIENCIES
Coming Next
