FIRST COURSE Word Tutorial 6 Using Mail Merge. Objectives Learn about the mail merge process Use the Mail Merge task pane Select a main document Create.

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<ul><li><p>ObjectivesLearn about the mail merge processUse the Mail Merge task pane Select a main documentCreate a data sourceInsert mail merge fields into a main documentEdit a main documentPreview a merged documentComplete a mail mergeNew Perspectives on Microsoft Office Word 2007*</p><p>New Perspectives on Microsoft Office 2007: Windows Vista Edition</p></li><li><p>ObjectivesEdit an existing data sourceSort recordsCreate mailing labels and a phone directoryConvert tables to text and text to tablesCreate a multilevel listNew Perspectives on Microsoft Office Word 2007*</p><p>New Perspectives on Microsoft Office 2007: Windows Vista Edition</p></li><li><p>Understanding the Mail Merge ProcessTo insert individualized information into a form letter, you combine, or merge, a form letter with a separate file containing specific informationNew Perspectives on Microsoft Office Word 2007*</p><p>New Perspectives on Microsoft Office 2007: Windows Vista Edition</p></li><li><p>Using the Mail Merge Task PaneThe Mail Merge task pane walks you through the following six steps for merging documents:Select the type of document you want to use as the main document. Possible types of main documents include letters, envelopes, e-mails, labels, and directoriesSelect the document you want to use as the main document. You can create a new document or edit an existing oneSelect the list of recipients (that is, the data source) you want to use for the merge or create a new list of recipientsComplete the main document by adding merge fieldsPreview the merged documentComplete the mail mergeClick the Mailings tab, then in the Start Mail Merge group, click the Start Mail Merge button, and then click Step by Step Mail Merge WizardNew Perspectives on Microsoft Office Word 2007*</p><p>New Perspectives on Microsoft Office 2007: Windows Vista Edition</p></li><li><p>Selecting a Main DocumentVerify that the Letters option button is selected in the Mail Merge task paneAt the bottom of the task pane, click Next: Starting documentNavigate and select the fileNew Perspectives on Microsoft Office Word 2007*</p><p>New Perspectives on Microsoft Office 2007: Windows Vista Edition</p></li><li><p>Creating a Data Source for a Mail MergeIn Step 3 of the Mail Merge task pane, select the Type a new list option button, and then click Create; or, in the Start Mail Merge group on the Mailings tab, click the Select Recipients button, and then click Type New ListIn the New Address List dialog box, click the Customize Columns buttonTo delete unnecessary fields, in the Customize Address List dialog box, click a field you want to delete, click the Delete button, and then click the Yes button. Continue to delete any other unnecessary fieldsTo add a new field, click the Add button, type the name of the field in the Add Field dialog box, then click OKNew Perspectives on Microsoft Office Word 2007*</p><p>New Perspectives on Microsoft Office 2007: Windows Vista Edition</p></li><li><p>Creating a Data Source for a Mail MergeTo rearrange the order of the field names, click a field name, then click the Move Up or Move Down buttonClick the OK button to close the Customize Address List dialog boxIn the New Address List dialog box, enter information for the first record, click the New Entry button, and type another record. Continue until you are finished entering information into the data source, and then click the OK button to open the Save Address List dialog boxType a name for the data source in the File name text box, and then click the Save button. The file is saved with the .mdb file extensionNew Perspectives on Microsoft Office Word 2007*</p><p>New Perspectives on Microsoft Office 2007: Windows Vista Edition</p></li><li><p>Inserting Merge FieldsClick the Mailings tabIn the Mail Merge task pane, click More ItemsSelect the field you wish to insert, and then click the Insert button New Perspectives on Microsoft Office Word 2007*</p><p>New Perspectives on Microsoft Office 2007: Windows Vista Edition</p></li><li><p>Previewing the Merged DocumentIn the Mail Merge task pane, click the Next: Preview your lettersNew Perspectives on Microsoft Office Word 2007*</p><p>New Perspectives on Microsoft Office 2007: Windows Vista Edition</p></li><li><p>Merging the Main Document and Data SourceIn the Mail Merge task pane, click Next: Complete the mergeNew Perspectives on Microsoft Office Word 2007*</p><p>New Perspectives on Microsoft Office 2007: Windows Vista Edition</p></li><li><p>Editing a Data Source in WordOpen the main document for the data source you want to editIn the Start Mail Merge group on the Mailings tab, click the Edit Recipient List buttonIn the Data Source list box in the Mail Merge Recipients dialog box, select the data source you want to edit, then click the Edit buttonTo add a record, click the New Entry button, then type a new recordTo delete a record, click any field in the record, then click the Delete Entry buttonTo add or remove fields from the data source, click the Customize Columns button, make any changes, and then click the OK button. Remember that if you remove a field, you will delete any data entered into that fieldNew Perspectives on Microsoft Office Word 2007*</p><p>New Perspectives on Microsoft Office 2007: Windows Vista Edition</p></li><li><p>Sorting RecordsIn the Start Mail Merge group on the Mailings tab, click the Edit Recipient List button to display the Mail Merge Recipients dialog boxTo sort data in ascending order, click the heading for the column you want to sort. For example, if you want to arrange the records alphabetically according to the contents of the First Name column, click the First Name column headingTo sort data in descending order, click the column heading a second timeNew Perspectives on Microsoft Office Word 2007*</p><p>New Perspectives on Microsoft Office 2007: Windows Vista Edition</p></li><li><p>Sorting RecordsNew Perspectives on Microsoft Office Word 2007*</p><p>New Perspectives on Microsoft Office 2007: Windows Vista Edition</p></li><li><p>Selecting Records to MergeClick the Edit Recipient List button in the Start Mail Merge groupClick the check boxes next to the records you wish to mergeClick the OK buttonIn the Finish group, click the Finish &amp; Merge buttonNew Perspectives on Microsoft Office Word 2007*</p><p>New Perspectives on Microsoft Office 2007: Windows Vista Edition</p></li><li><p>Creating Mailing LabelsCreating mailing labels is similar to creating form letters, and the Mail Merge task pane walks you through all six stepsNew Perspectives on Microsoft Office Word 2007*</p><p>New Perspectives on Microsoft Office 2007: Windows Vista Edition</p></li><li><p>Creating a Telephone DirectoryIn the Mail Merge task pane under Select document type, click the Directory option button, click Next: Starting document, verify that the Use the current document option button is selected, click Next: Select recipients, verify that the Use an existing list option button is selected, and then click BrowseNavigate to and open your file, and then click Next: Arrange your directoryNew Perspectives on Microsoft Office Word 2007*</p><p>New Perspectives on Microsoft Office 2007: Windows Vista Edition</p></li><li><p>Creating a Telephone DirectoryNew Perspectives on Microsoft Office Word 2007*</p><p>New Perspectives on Microsoft Office 2007: Windows Vista Edition</p></li><li><p>Converting Text to Tables and Tables to TextClick the Insert tab, click the Table button, and then, at the bottom of the Table menu, click Convert Text to TableClick the OK buttonNew Perspectives on Microsoft Office Word 2007*</p><p>New Perspectives on Microsoft Office 2007: Windows Vista Edition</p></li><li><p>Converting Text to Tables and Tables to TextSelect the entire table, verify that the Table Tools Layout tab is displayed, and then in the Data group, click Convert to TextNew Perspectives on Microsoft Office Word 2007*</p><p>New Perspectives on Microsoft Office 2007: Windows Vista Edition</p></li><li><p>Working with ListsSelect the bulleted list, and then, in the Paragraph group, click the Sort buttonVerify that Paragraphs appears in the Sort by text box and that the Ascending option button is selected, then click the OK buttonNew Perspectives on Microsoft Office Word 2007*</p><p>New Perspectives on Microsoft Office 2007: Windows Vista Edition</p><p>*</p></li></ul>

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