Lesson 10 - Mail Merge and Reviewing Documents

Advanced Microsoft Word

Learning Goals

• The goal of this lesson is for the students to successfully create a mail merge project and review documents using the Review Ribbon. The student will create and preview a merge document as well as review the document to approve changes.

Learning Objectives

• On completion of this lesson, students will be able to do the following:– Understanding mail merge– Using mail merge– Selecting a main document– Create a data source– Edit the main document– Preview the merged document– Complete the merge– Compare and merge document versions– Manage tracked changes

Merging Document Versions

• Documents reviewed by several reviews may be merged into a singular document preserving the changes and comments made by each reviewer.

• Compare Group commands-– Compare: Allows you to compare two documents.– Combine: Allows you to combine the changes

made by multiple authors into a single document.

Managing Tracked Changes• Using track changes are more efficient than proofing a document

hard copy.• The document must be view in Print Layout View to use Track

Changes.• Appearances-

– Text changes appear in a contrasting color– Formatting changes appear in oblong boxes called balloons – A vertical line appears in the left margin next to text that has been

changed in any way.• Comments may be inserted into the document margins.• A ScreenTip that displays to indicate the user name, date and

time of an edit.

What is a Mail Merge?

• The process of combining a form letter with a list of names and addresses to produce individualized letters.

• Creating a Mail Merge requires two things:– A Main Document– A Data Source

Main Document

• The Main Document is simple to create. It is the part of your letter that doesn’t change.

• Write all of your text.• Add any fancy formatting or styles you want.

Example

• An easy way to keep track of where you will be replacing things is to use short descriptions in all caps.– Ex: For a spot

where a name would go, type FIRST LAST

• This isn’t required, but can be helpful

Data Source

• The Data Source is made up of Fields and Records

• Fields are what will make your Mail Merge seem customized

• Fields are grouped into Records• Each Record represents a new document that

will be created by the Mail Merge

How to Add Recipients

• Remember what Fields you need• Click Select Recipients button under the

Mailings tab

How to Add Recipients (cont.)

• A menu will drop down to give you more options:– Type New List – Build a New List– Use Existing List – Use if you already have a

Database set up– Select From Outlook Contacts – Use if you are

pulling your list from Microsoft Outlook

How to Add Recipients (cont.)

• Choose Type New List

• You will need to customize the Fields to fit your needs

How to Add Recipients (cont.)

• Click Customize Columns

• Edit to suit your needs

• Click OK

Adding Records

• Simply type in the information you need

• Remember: Fields are Columns, Records are Rows!

• Click OK when you’re finished

Adding Records (cont.)

• A special Save As dialog box will open, letting you save your address list

• Click Save after you have named the file

Adding Fields to the Main Document

• Select the ALL CAPS text you added earlier (or just put the insertion pointer where you want the field to appear)

• Under the Mailings Tab, click Insert Merge Field and choose the proper field

Adding Fields to the Main Document (cont.)

• Ex: If you’re replacing the FIRST text in your document with a <<First>> field, choose it from the list. You may need to do some editing after adding the field, like a space, comma, or colon.

• Add the fields, until you have your letter, proper

Finishing Your Mail Merge

• Save the Main Document

• Click the Preview Results button

Finishing Your Mail Merge (cont.)

• The <<Fields>> disappear! Replaced with the information you typed in the first record

• You can use the arrows to cycle through all the records you created

• Check for punctuation and grammar errors, spacing issues, double, or unwanted fields, and things that just don’t seem to look right

• To fix any mistakes, you must leave Preview mode and edit the Main Document– Click Preview Results again to exit preview mode

The Final Task

• Click on Finish & Merge and select the option you want– Print Documents:

Choose this if you’re sure everything is good to go.

– Edit Individual Documents: Creates a new Word document, with all the merges one after another

The Final Task, continued

• A dialog box will pop up, asking what records to save or print– Click the All button to print or save everything

• Click OK when you’re ready to print• Congratulations! You’re done!