Lesson 12: Creating a Manual and Using Mail Merge

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Learning Objectives

After studying this lesson, you will be able to:

Format documents with styles

Create custom styles

Modify styles

Control document margins

Use helpful techniques for navigating and viewing

documents

Set up a Mail Merge document and labels

Formatting Text with Styles

Styles

Formats identified by a unique name

Allow you to apply multiple formats to a single selection

Help with consistent formatting

Style changes are applied globally

You are always working within a style

Word’s default style is called “Normal”

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Types of Styles

Character

Paragraph

Linked

List

Table

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Creating a Style

Use Create New Style

from the Formatting

dialog box

Choose the style type

Character formats

Paragraph formats

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Viewing All Styles

Click the dialog box launcher

in the bottom-right corner of

the Styles group

The style name in the

rectangle is the one in use

Hover mouse for details

Create a new style

Link to more style options

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Create a new style

Quick Styles

Group of common,

useful styles

Access through Home tab > Styles group

Change Quick Styles with the Change Styles button

To change use the Style Set command

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Creating Custom Styles

Create with the Formatting dialog box -or- select an

example of text with a format you like

Use Styles task pane > New Style button

Create New Style from Formatting dialog box

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Create New Style from Formatting

Character and

paragraph formats

Include in Quick Styles

More options

Style type

Style name

Preview

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Modifying, Removing, and Deleting

Style changes apply globally

Styles task pane

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Navigating with the Navigation Pane

Browse for Headings

Home Tab > Editing Group

> Navigation pane

Rearrange sections

Drag headings instead of

using Cut and Paste

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Changing Word Window Views

Choose View > Window for view options

Arrange All

View Side by Side

Split

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Introducing Mail Merge

Apply a list to a fixed document or layout

Generate letters, labels, and envelopes

Manage large mailings

Merge to printer or a new document

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Components of Mail Merge

Main Document

Base document which is the same for all recipients

Data Source

Names, addresses, etc

Document, spreadsheet or database

Merged Document

Result of the merge process

Combines main document with each record in the

Data Source

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Mail Merge Example

Main

document

Data source

Merged

document

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Using Mail Merge

The Mailings tab

Specify main document

Select or create a data source

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Tip! Already familiar with Mail Merge? Display the Mail Merge Wizard by choosing

Step by Step Mail Merge Wizard on the Start Mail Merge menu.

Working with the Data Source

Use Word or external sources

Data design

More fields provide more flexibility

Data should be consistent

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Creating Address Lists in Word

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New Address List dialog box

Predefined fields

Add, delete, edit or find

entries

Customizing an Address List

Customize Address

List dialog box

Delete field

Add field

Name the new field

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Managing the Address List

Mail Merge Recipients dialog box

Mailings > Mail Merge > Start Mail Merge > Edit

Recipient List

Sort, filter, and select recipients

Edit Data Source dialog box

Add, edit, and delete entries

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Note! Changes made to an external data source

are applied when the source is changed.

Working with Main Documents

Link to the Data Source with merge fields

Some fields are composite

Mailings tab > Write & Insert Fields group

Insert address block in main document

Insert greeting

Insert any data source field

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Merge Fields in the Main Document

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Important! You must attach a data source to the

main document before inserting merge fields.

Merge fields

Conducting a Merge

Produces a version of the main document for every

record

Preview Results (Mailings tab)

Display a preview

Browse records

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Finishing the Merge

Finish & Merge

Can edit individual letters

Merge to printer

Merge to email

Can save merged documents

Saving isn’t always needed; the merge can be run

again

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Common Merge Problems

Same error in every letter

Edit the main document

Some letters are missing data

Check the data source for missing data

Or edit merged letters to get around the problem

Some letters have incorrect data

Check the data source

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Using Envelopes and Labels

Document options in Start Mail Merge

Can use envelopes, labels, and more as main

documents

Can use the same data source for multiple merges

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Envelopes in Mail Merge

Envelope Options

Choose size

Choose font and position

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Labels in Mail Merge

Choose format, sheet size, and more

Word has preloaded label layouts by size and vendor

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Lesson 12: Creating a Manual and Using Mail Merge