mail merge REPORT.pptx

7/28/2019 mail merge REPORT.pptx

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PRESENTED BY:

GROUP TWO

BSCMA-IIA


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Address list: An address list is a file that contains the data that varies in eachcopy of a merged document. For example, a data source can include the name

and address of each recipient of a form letter.

Boilerplate: Generic information that is repeated in each form letter, mailinglabel, envelope, or directory (catalog).

Data field: A category of information in a data source. A data field correspondsto one column of information in the data source. The name of each data field is

listed in the first row (header row) of the data source. "PostalCode" and

"LastName" are examples of data field names.

Data record: A complete set of related information in a data source. A datarecord corresponds to one row of information in the data source. All information

about one client in a client mailing list is an example of a data record.

Delimited file: A text file that has data fields separated (or delimited) by tabcharacters or commas, and data records delimited by paragraph marks.


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Header row: The first row (or record) in a mail merge data source. Theheader row contains the field names for the categories of information

in the data source; for example, "Name" and "City." The header row

can also be stored in a separate document called the header source.

Main document: In a mail merge operation, the document thatcontains the text and graphics that remain the same for each version of

the merged document; for example, the return address and body of a

form letter.

Merge field: A placeholder that you insert in the main document.Merge fields tell Microsoft Word where to insert specific information

from the data source. For example, insert the merge field "City" to

have Word insert a city name, such as "Paris," that is stored in the City

data field.

Merged document: The document that is created by merging the datafrom the data source into the main document.


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Mail Merge Wizard

To start the Mail Merge in the new Word 2007,click on the Mailings tab. The Ribbon, the groupsof commands you see on each tab, replaces the

toolbars and menus. Commands are organized in

groups related to activities such as you see below

in the Create, Start Mail Merge, and Write &

Insert Fields groups on the Mailings tab.


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When you click on the arrowbeside Start Mail Merge, adrop-down list appears asshown below. Select the last

option, Step by Step MailMerge Wizard.

This brings up the task pane as shown

below. SelectLetters (or whatevertype you want) as the type of

document and then click on theNext: Starting document link at the

bottom of the task pane to go to the

next step to select your starting

document


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Selecting a Template You have options to use

the current document you

have open, to select atemplate, or to browse to

an existing document notopen. For this practice,

select Start from a

template. This brings upa link you click on toSelect template.


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This opens the Select Template dialog box

shown. Select the Letters tab and choose Oriel Merge

Letter. Click on OK

This takes you to Step 3 in the Mail Merge

process in which you Select recipients.


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Selecting Recipients Select Use an existing list and click on the

Browse link. Locate and open the file

containing your data source. For this

9exercise, use the MailMergeList.xls.

This opens the following dialog box in whichyou select the table (the named range defined

within Excel) containing the mail merge

recipients info you want to pull into the merge

fields in your document. Select seminar or

training or whatever you named the range in

your spreadsheet containing the names and

addresses you want to use for the mail merge

("attendees" is the defined range selected as

shown below).
http://helpdesk.ua.edu/training/word/MailMergeList.xlshttp://helpdesk.ua.edu/training/word/MailMergeList.xls


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Make sure to check the box indicating that the First row of

data contains column headers so that the field labels (Last

Name, First Name, Address1, etc.) on your spreadsheet wont

be mistaken for data.This opens the Mail Merge Recipients dialog box shownbelow. Here you can select which recipients to include or

deselect by unchecking the check box by the name.


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You can sort and filter the list using the drop-downlist located on each field name indicated by thetriangular black arrow. Note there are also links toSort and Filter or Find Duplicates and recipients in

the Refine recipient list section.


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Click on the link Next: Write your letter to go onto the next step to edit the mail merge templateletter content.


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Inserting Merge Fields

Notice that the Address Block and Greeting Linefields are already inserted into this templateletter. If you werent using a preformatted mailmerge letter, you would just simply click on the

links on the right to insert the Address block,Greeting line, or more items (more mergefields). You also have these same options on theMailings toolbar at the topyou dont have to usethe wizard each time you do a mail merge. Pick the

date and replace the letter content with your ownand then go on to the next step to preview yourletters by clicking on the link at the bottom of thetask pane.


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Matching Fields When you click on the Address block link, the following

dialog box appears in which you can choose the format ofthe address. Also, you can click on the Match Fieldsbutton to match the missing address field (the MatchFields button is also on the Mailings tab in the "Writeand Insert Fields" grouping).


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Clicking on the MatchFields button bringsup the following dialog

box. Use the Address 1drop-down list toselect the Street fieldname from the Excel

spreadsheet.


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Previewing Results

You have buttons on both the PreviewResults group on the Mailings ribbonas well as the task pane to look atdifferent recipient info before going onto the next step to complete the merge.


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Completing the Merge

When you click on the link, Next:Complete the merge, the followingappears:

Click on the link Edit individual letterswhich you can see from the screen tip isthe link to Merge to new document.This is also a button on the "Finish &Merge" dropdown list on the Mailings

Ribbon.


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The Print link on the Task Pane or PrintDocuments on the Ribbon dropdown listallows you to merge directly to the printer.

When you click on the link to edit theletters, the following dialog box appears:

You can choose whether to

merge all or selectedrecords. Click OK and thena new merged documententitled Letters1 iscreated. It contains the

individual letters for eachrecipient. If you look at thestatus bar, you will see thatit indicates multiple letters.


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Saving

Save your work by clicking on the new Office button

which replaces the file menu.

Select "Save As" to view the new options for saving indifferent formats.

The new "default" file format is .docx, a new

file format for Word documents. It is one ofthe new Office XML formats. You also havethe option to save in the Word 97-2003format so that your file is compatible withthose versions and can be opened in them.However, with earlier versions of Word, you

can open a file created in the 2007 version bygoing to the Download Center at theMicrosoft site and downloading theMicrosoft Office Compatibility Pack for2007 Office Word, Excel andPowerPoint File Formats.
http://www.microsoft.com/downloads/details.aspx?FamilyId=941B3470-3AE9-4AEE-8F43-C6BB74CD1466&displaylang=enhttp://www.microsoft.com/downloads/details.aspx?FamilyId=941B3470-3AE9-4AEE-8F43-C6BB74CD1466&displaylang=en


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GROUP TWOBSCMA-IIA

2010-2011

BALTAZAR, REMILYN

BARRIOS, ANA MARIE

BERROYA, CHELZEE

BUNDANG, KATHLEEN GRACE

CAHILIG, KRISTINE JOY