Mail Merge using Microsoft Word 2003

Merging is the process of taking two separate documents, a data source file and a main document, and merging them into one document. Using the Merge feature of Word 2003 can automate time consuming tasks such as creating mass mailings, multiple envelopes, and multiple labels.

The Main Document contains text and also Merge Fields that will be replaced with data information from the Data Source. The Merge Fields instructs Word where to put the information from the Data Source. You can think of the Merge Fields as placeholders, similar to placeholders you find at a wedding reception. The placeholder is holding your place at the table, when you come to the table - you replace the placeholder. Similarly, the data information from the Data Source replaces the placeholder Merge Field in the Main Document when the data is merged.

Merging is significantly different in Word 2003 than it was in previous versions of Word. Word 2003 now offers Mail Merge in the TASK PANE that will help you create a successful merge one step at a time. Using this new feature should help alleviate some of the difficulties of merging in previous versions of Word.

You can also merge by displaying the Merge Toolbar and bypassing the Mail Merge Task Pane.

There are four main steps for creating a successful merge:

Step 1: Choose a document type and main document Step 2: Connect to a data file and select records Step 3: Add fields to the main document Step 4: Preview the merge and then complete it

Using the Mail Merge Task Pane: To start the mail merge: Choose Tools, Letters and Mailings, Mail Merge… from Menu bar.

Step 1: Choose the type of document you want to merge information into

And choose the main document you want to use

The Mail Merge task pane opens with a question about what type of merged document you are creating. After you choose, click Next at the bottom of the task pane.

• If your main document (called the starting document in the task pane) is already open, or you are starting with a blank document, you can click Use the current document.

• Otherwise, click Start from a template or Start from existing document, and then locate the template or document that you want to use.

Step 2: Connect to a data file and select records

In this step in the mail-merge process, you connect to the data file where the unique information that you want to merge into your documents is stored.

Note: If you're creating merged e-mail messages or faxes, make sure that your data file includes a column for the e-mail address or fax number. You will need that column later in the process.

Choose the records in the data file that you want to use

Just because you connect to a certain data file doesn't mean that you have to merge information from all the records (rows) in that data file into your main document.

After you connect to the data file that you want to use or create a new date file, the Mail Merge Recipients dialog box opens. You can select a subset of records for your mail merge by sorting or filtering the list.

• If you keep complete, up-to-date information in your Microsoft Office Outlook® Contacts list, that is an excellent data file to use for customer letters or e-mail messages. Just click Select from Outlook contacts in the task pane, and then choose your Contacts folder.

• If you have a Microsoft Office Excel worksheet or a Microsoft Office Access database that contains your customer information, click Use an existing list, and then click Browse to locate the file.

• If you don't have a data file yet, click Type a new list, and then use the form that opens to create your list. The list is saved as a mailing database (.mdb) file that you can reuse.

Step 3: Add fields to the main document

If your main document is still blank, type the information that will appear in each copy. Then, add fields by clicking the hyperlinks in the task pane.

If you click More items in the task pane, you can add fields that match any of the columns in your data file. For example, your data file might include a column called Personal Note. By putting a Personal Note field at the bottom of a form letter, you can further personalize each copy.

Do any of the following:

• To sort the records in a column in ascending or descending order, click the column heading.

• To filter the list, click the arrow beside the column heading that contains the value on which you want to filter. Then, click the value that you want.

After you choose the records that you want, you're ready for the next step.

Fields are placeholders that you insert into the main document at locations where you want unique information to appear.

For example:

Address block… or Greeting line… are links in the task pane to add fields near the top of a new product letter, so that each recipient's letter contains a personalized address and greeting.

Fields appear in your document within chevrons, for example, «AddressBlock».

Match fields

If you insert an address block field or a greeting line field into your document, you are prompted to choose the format that you prefer.

If Word can't match each greeting or address element with a column from your data file, the addresses and greeting lines will not be merged correctly. To help avoid problems, click Match Fields button. The Match Fields dialog box opens.

Word searches for the column that matches each element. In the illustration, Word automatically matched the data file's Surname column to Last Name. But Word was unable to match other elements. From this data file, for example, Word can't match First Name or Address 1.

By using the lists on the right, you can select the column from your data file that matches the element on the left. In the illustration, the Name column now matches First Name, and the Address column matches Address 1. It's okay if Courtesy Title, Company, and Spouse First Name aren't matched, because they aren't relevant in the documents that you are creating.

When you finish adding and matching the fields in your main document, you are ready for the next step.

For example, the illustration shows the Greeting Line dialog box that opens when you click Greeting line in the task pane. You use the lists under Greeting line format to make your choices.

The elements of an address and greeting line are listed on the left of the dialog box. Column headings from your data file are listed on the right.

Step 4: Preview the merge and then complete it

You can preview your merged documents and make changes before you actually complete the merge.

To preview, do any of the following:

When you are satisfied with the merge results, click Next at the bottom of the task pane.

Complete the merge

What you do now depends on what type of document you're creating. If you are merging letters, you can print the letters or modify them individually. If you choose to modify the letters, Word saves them all to a single file, with one letter per page.

• Page through each merged document by using the next and previous buttons in the task pane.

• Preview a specific document by clicking Find a recipient.

• Click Exclude this recipient if you realize you don't want to include the record that you are looking at.

• Click Edit recipient list to open the Mail Merge Recipients dialog box, where you can filter the list if you see records that you don't want to include.

No matter what type of document you are creating, you can print, transmit, or save all or just a subset of the documents.

Merging using the Mail Merge Toolbar:

(For Advanced Users) If you wish to merge without using the Mail Merge Task Pane and you already have a data source created, you can complete your merge successful by simply using the Merge Toolbar.

From the Mail Merge Toolbar, you can setup the Main Document, open the Data Source, Edit the Data Source, and merge.

Display the Mail Merge Toolbar

On the View menu, point to Toolbars, and then click Mail Merge to display the Mail Merge toolbar.

Choose a document type

• Click the Main document setup button .

• Click the document type you want to create, and then click OK.

Tip: If you click Envelope or Label, an Options dialog box opens where you can choose the size and style you want. If you want to start with an envelope or label document that you created previously, click Cancel to close the Options dialog box and open the document.

Open the main document

• If you want to start with the open document, just go on to the next step.

• If you want to start with an existing document, open that document.

• If you want to start with a template, on the File menu, click New. In the New Document task pane, under Templates, click a link to locate the template you want to use.

Insert Address Block Merge to E-mail Insert Greeting Line

Connect to a data file

Click the Open Data Source button on the toolbar.

In the Open Data Source dialog box, locate the data file that you want to connect to.

Tip: If you want to use your Outlook Contacts as the data file for the merge, open the Mail Merge task pane by pointing to Letters and Mailings on the Tools menu, and then clicking Mail Merge. Advance through the task pane steps until you come to the Select recipients step. Click the Select from Outlook contacts option.

Choose the records you want to use in the merge

Click the Mail Merge Recipients button on the toolbar.

• In the Mail Merge Recipients dialog box, use the column headings, check boxes, and buttons to sort and choose the data file records you want to use in the merge.

• Add content and fields to the main document

• Type, insert, or paste into the main document the content that you want to appear in each merged copy.

To add fields:

• Click the Insert Address Block button to add an address.

• Click the Insert Greeting Line button to add a greeting.

• Click the Insert Merge Fields button to add a field representing any column from your data file.

• Click the Insert Word Field button to insert one of the Word fields most frequently used in mail merge.

• On the Insert menu, click Field to insert any Word field.

Preview Use various previewing buttons on the Mail Merge toolbar:

• To see the first merged document, click the View Merged Data button .

• To page through the merged documents, click the Next Record button .

• To preview a specific merged document, type the record number in the Go to Record

box , and then press ENTER.

Complete the merge Use various buttons on the Mail Merge toolbar.

• To print the merged documents, click the Merge to Printer button .

• To transmit the merged documents electronically, click the Merge to E-mail button or Merge to Fax button .

• To create a new comprehensive document that contains all the merged documents, one document per page, click the Merge to New Document button .

Getting Help:

There is a lot of help available regarding merging techniques from the help system in Word and on-line help (Press F1 in any Windows base program to get into the help system). Read the help that is available to learn more about advanced merging techniques.