Create a Mail Merge in Publisher

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    04-Dec-2015

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Create a mail mergeCreate or connect to the recipient listTo perform a mail merge, you must open a new or existing publication and then connect to a data source, which is a file that contains the unique information that you want to include. A data file may contain a list of names and addresses, product data, or pictures. The data file can be in a variety of formats, including: Microsoft Office Outlook Contacts list Microsoft Office Excel worksheets Microsoft Office Word tables Microsoft Office Access database tables Text files in which tabs or commas separate the columns, and paragraph returns separate the rowsYou can connect to an existing list or data source, or you can create a new recipient list. If you want to use only certain entries in your list, you can filter your list by a specific criterion. You can also sort the items in alphabetical order.NOTEIf you want to merge pictures into your publication pages, your data source must include either file names or paths for the picture files that you want to merge. Do not include the actual pictures or images in your data source.Use an existing list1. UnderCreate recipient list, clickUse an existing list, and then clickNext: Create or connect to a recipient list.By default, Microsoft Publisher stores data sources in theMy Data Sourcesfolder. You may need to browse to locate your data source.2. In theSelect Data Sourcedialog box, click the data source that you want.3. ClickOpen.Depending on the type of data source that you select, other dialog boxes may appear requesting specific information.For example, if your data source is a Microsoft Office Excel workbook that has information on multiple worksheets, you need to select the worksheet that contains the information that you want, and then clickOK.Select from Outlook Contacts1. UnderCreate recipient list, clickSelect from Outlook contacts, and then clickNext: Create or connect to a recipient list.2. If you are prompted to choose a mail profile, click the profile that you want, and then clickOK.3. In theSelect Contactsdialog box, click the contact list that you want, and then clickOK.All of the contacts in the folder appear in theMail Merge Recipientsdialog box, where you can filter and sort the list of recipients to include in the merge.Type a new listIf you don't have an existing list to connect to, you can create a new list.1. UnderCreate recipient list, clickType a new list, and then clickNext: Create or connect to a recipient list.2. In theNew Address Listdialog box, type the information for the first entry in the relevant fields. You do not have to fill in every field.3. When you have finished entering information for the first entry, clickNew Entry.4. Repeat step 2 and step 3 until you have finished adding entries, and then clickOK.5. In theSave Address Listdialog box, type a name for the address list in theFile namebox, and select a folder in which to save the list.By default, Microsoft Publisher saves address lists in theMy Data Sourcesfolder. It is best to keep the address list here because this is also the default folder in which Publisher looks for data sources.All of the contacts in your new list appear in theMail Merge Recipientsdialog box, where you can filter and sort the list of recipients to include in the merge.Select recipientsIn theMail Merge Recipientsdialog box, you can select the recipients that you want to include in the merge. Select the check boxes next to the recipients that you want to include, and clear the check boxes next to the recipients that you want to exclude.If you want to use only certain entries in your list, you can filter your list by a specific field or criterion. After you filter the list, you can use the check boxes to include and exclude records.Filter items in the list1. Click the arrow next to the column heading of the item you want to filter by.2. Click any of the following: (Blanks)displays all the records in which the corresponding field is blank. (Nonblanks)displays all the records in which the corresponding field contains information. (Advanced)opens theFilter and Sortdialog box, which you can use to filter on multiple criteria. You also can clickFilterunderRefine recipient listin theMail Merge Recipientsdialog box to open theFilter and Sortdialog box.TIPIf your data source contains records that share the same information, and there are ten or fewer unique values in the column, you can filter by specific information. For example, if there are multiple addresses that list Australia as the country/region, you can filter onAustralia.TheMail Merge Recipientsdialog box displays only the designated records. To display all the records again, click(All)If you want to see items in alphabetical order, you can sort the items in your list.Sort items in the list In theMail Merge Recipientsdialog box, click the column heading of the item you want to sort by.For example, if you want to display the list alphabetically by last name, click theLast Namecolumn heading. To quickly select or clear all items, select or clear the check box column heading. To sort using multiple criteria, clickSortunderRefine recipient listin theMail Merge Recipientsdialog box. In theFilter and Sortdialog box, select the criteria you want to sort by.ClickOKto return to theMail Mergetask pane.Top of PagePrepare your publicationA mail merge combines one document containing the information that is the same in each copy and some placeholders for the information that is unique to each copy. After you create your publication, insert any additional text that you want to appear in every version of your mail merge publication, such as a greeting, and the placeholders for the unique information, such as addresses.If you have not already done so, insert a text box, type the text that you want to appear in every version of your mail merge publication, and add the placeholders for the unique information.Insert a text box1. On theObjectstool bar, clickText Box.2. In your publication, point to where you want one corner of the text box to appear, and then drag diagonally until you have the text box size you want.Insert the text that you want in every version Click inside the text box, and then type the text that you want to appear in every version of your mail merge publication.Insert data fields into your publication1. In your mail merge publication, click inside the text box where you want to insert the data field.2. Insert any of the following:Address block with name, address, and other informationa. In theMail Mergetask pane (Step 2: Prepare your publication) underMore items, clickAddress block.b. In theInsert Address Blockdialog box, click the address elements that you want to include, and then clickOK.NOTEIf the names of the data field in your data source do not match the names of the fields that Publisher uses for the address block, you may need to clickMatch Fieldsin theInsert Address Blockdialog box. In theMatch Fieldsdialog box, use the drop-down lists to select the fields from your data source that correspond to the Publisher fields.Greeting linec. In theMail Mergetask pane (Step 2: Prepare your publication) underMore items, clickGreeting line.d. In theGreeting Linedialog box, select the greeting line format, which includes the salutation, name format, and following punctuation.e. Select the that text you want to appear in cases where Publisher cannot interpret the recipient's name; for example, when the data source contains no first or last name for a recipient, but only a company name.f. ClickOK.NOTEIf the names of the data fields in your data source do not match the names of the fields that Publisher uses for the greeting line, you may need to clickMatch Fieldsin theGreeting Linedialog box. In theMatch Fieldsdialog box, use the drop-down lists to select the fields from your data source that correspond to the Publisher fields.Address fieldsg. In theMail Mergetask pane (Step 2: Prepare your publication) underMore items, clickAddress fields.h. In theInsert Address Fielddialog box, click each address element that you want to include.NOTEIf the names of the data fields in your data source do not match the names of the fields that Publisher uses for the address fields, you may need to clickMatch Fieldsin theInsert Address Fielddialog box. In theMatch Fieldsdialog box, use the drop-down lists to select the fields from your data source that correspond to the Publisher fields.Other fields of informationIn theMail Mergetask pane (Step 2: Prepare your publication), in the list box underPrepare your publication, drag the field that you want to include into the text box that you have created for it.Format the data fieldsIf you want, you can apply formats to the data fields and any other text you've added (such as a greeting ofHelloor a salutation likeDear...) to change the appearance of the merged data. To format the merged data, you must format the data fields in your mail merge publication.1. In your mail merge publication, select the field containing the information that you want to format.2. On theFormatmenu, clickFont, and then select the options that you want.Preview recipient data in the data fields in your publicationNow you can review how your publication will appear with the actual data in the merged fields.1. To preview your publication, do any of the following: To preview entries in order, click the navigation buttonsto see how each entry will appear in your merged publication.The information from the first record of your data source populates the merge fields. You cannot edit your data source entries on your publication pages, but you can format, move, or delete data fields there. To find and preview a specific entry in your data source, clickFind a recipient, and then enter the search criteria in theFind Entrydialog box.2. If necessary, make changes to your recipient list. Do any of the following: To exclude a particular recipient from the merge, clickExclude this recipient. To change the list of recipients, clickEdit recipient list, and then make your changes in theMail Merge Recipientsdialog box.3. After you complete your mail merge publication and insert all of the merge fields, clickSave Ason theFilemenu. Type a name for your publication in theFile namebox, and then clickSave.4. ClickNext: Create merged publications.Top of PageCreate the merged publicationIn theMail Mergetask pane, underCreate merged publications, you can: Print your merged publication (for example, for mailing) Preview your merged publication (to see how it will look before you print all versions and to resolve potential issues) Save the merged publication for later use Add the merged pages to another publicationPreview your merged publication ClickPrint preview.Print your merged publication1. ClickPrint.2. In thePrintdialog box, select the options that you want, and then clickOK.IMPORTANTTo print different sets of merge data for example, different names and addresses on each sheet of paper, clickMultiple pages per sheetin thePrinting optionssection. If you chooseMultiple copies per sheet, each sheet of paper will contain multiple copies of the same data.

Save the merged publication for later useIf you want to edit your merged pages, save them for later use, or print them at a later time, you can collect and save all of your merged pages as a single new merged publication that contains the actual data for example, names and addresses instead of merge fields.1. ClickMerge to a new publication.Publisher creates a new publication with the merged pages.2. In your new publication, clickSave this publicationin theMail Mergetask pane. Type a name for your new publication in theFile namebox, and then clickSave.Add the merged pages to an existing publicationIf you plan to add your merged pages to the end of an existing publication, make sure that your mail merge publication matches the existing publication in the following ways: Page size (height and width) Page view (one-page spread or two-page spread) Publication type (Web or print) Page order (left-to-right or right-to-left)Publisher adds merged pages to a new or existing publication but cannot add them to an open publication. If a publication to which you want to merge is open, be sure to save and close it before you complete the merge.1. ClickAdd to existing publication.2. In theOpen Publicationdialog box, locate the publication to which you want to add the merged pages, and then clickOpen.Publisher adds the merged pages to the existing publication.3. In the existing publication, clickSave this publicationin theMail Mergetask pane to save your updates.Save the mail merge publicationIf you also save the publication that contains the merge fields, you can go back and edit the merge fields and create a new merged publication that contains new merge fields or an updated recipient list. To save your mail merge publication, do the following:1. Be sure that you are in the mail merge publication.2. On theFilemenu, clickSave.3. Give the mail merge publication a name, and then clickSave.Cancel a mergeYou can cancel a merge to disconnect a mail merge publication or a catalog merge template from its data source.1. On theToolsmenu, point toMailings and Catalogs, and then clickCancel Merge.2. When asked if you want to cancel the merge, clickYes.The publication is disconnected from its data source.