Mailing Tab.pdf

Villanova UNIT Training

MICROSOFT OFFICE 2007

MICROSOFT OFFICE WORD 2007 - LEVEL 3

Using Mail Merge

Previewing Merged Data

Merging Mailing Labels and Directories

Sorting Table Data

Working with Lists

Using Macros

Protecting a Document

Using Forms

Creating a Table of Contents

Creating an Index

Creating Captions

Creating Citations and Bibliography

Creating a Table of Authorities

Using Bookmarks

Using Footnotes and Endnotes

Creating Master Documents

Customizing Word Preferences

Villanova UNIT Training Page i

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MICROSOFT OFFICE WORD 2007 - LEVEL 3

ABOUT ONDEMAND SOFTWARE ....................................................................... I

COPYRIGHT .............................................................................................................. I

DISCLAIMER ............................................................................................................ I

LESSON 1 - USING MAIL MERGE ....................................................................... 1

Working with Mail Merge ........................................................................................ 2

Starting Mail Merge ................................................................................................. 3

Using the Mail Merge Wizard .................................................................................. 4

Identifying the Main Document ............................................................................... 5

Creating a Recipient List .......................................................................................... 7

Customizing Columns in a Recipient List ................................................................ 9

Rearranging Columns in a Recipient List............................................................... 12

Saving a Recipient List ........................................................................................... 13

Entering Records into a Recipient List ................................................................... 15

Sorting Records to be Merged ................................................................................ 19

Highlighting Merge Fields ..................................................................................... 22

Inserting Merge Fields into a Document ................................................................ 24

PREVIEWING MERGED DATA USING MAIL MERGE ................................... 1

Working with Mail Merge ...................................................................................... 27

Merging to a New Document ................................................................................. 29

Merging to the Printer ............................................................................................ 31

Sending Email Messages ........................................................................................ 32

Exercise .................................................................................................................. 38

Using Mail Merge .............................................................................................. 38

LESSON 2 - MERGING MAILING LABELS AND DIRECTORIES ............... 41

Using Mailing Labels ............................................................................................. 42

Creating Mailing Labels ......................................................................................... 42

Selecting Label Options ......................................................................................... 44

Attaching a Data Source ......................................................................................... 46

Inserting Label Merge Fields .................................................................................. 48

Merging Labels to a New Document ...................................................................... 51

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Creating a Directory ............................................................................................... 53

Merging with an Alternate Data Source ................................................................. 55

Exercise .................................................................................................................. 60

Merging Mailing Labels and Directories ........................................................... 60

LESSON 3 - SORTING TABLE DATA ................................................................ 63

Designing a Table to be Sorted............................................................................... 64

Sorting a Table Alphabetically ............................................................................... 64

Sorting a Table Numerically................................................................................... 67

Sorting a Table by Date .......................................................................................... 69

Sorting a Table by Multiple Columns .................................................................... 71

Exercise .................................................................................................................. 75

Sorting Table Data ............................................................................................. 75

LESSON 4 - USING FORMULAS IN TABLES ................................................... 77

Creating a Formula in a Table Cell ........................................................................ 78

Using a Function in a Table Cell ............................................................................ 81

Formatting the Result of a Formula ........................................................................ 84

Displaying Field Codes .......................................................................................... 85

Recalculating Formulas in a Table ......................................................................... 87

Exercise .................................................................................................................. 89

Using Formulas in Tables................................................................................... 89

LESSON 5 - WORKING WITH LISTS ................................................................ 91

Customizing Numbered/Bulleted Lists .................................................................. 92

Bulleting/Numbering a Multilevel List .................................................................. 95

Creating a New List Style ....................................................................................... 97

Sorting a List Alphabetically ................................................................................ 101

Exercise ................................................................................................................ 104

Working with Lists ........................................................................................... 104

LESSON 6 - USING MACROS ............................................................................ 105

Displaying the Developer Tab .............................................................................. 106

Recording a Macro ............................................................................................... 107

Running a Macro .................................................................................................. 112

Editing a Macro .................................................................................................... 113

Adding a Macro Button to a Toolbar .................................................................... 116

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Organizing Macro Projects ................................................................................... 120

Deleting a Macro .................................................................................................. 123

Exercise ................................................................................................................ 125

Using Macros ................................................................................................... 125

LESSON 7 - PROTECTING A DOCUMENT .................................................... 127

Opening the Protect Document Button ................................................................. 128

Restricting Document Formatting ........................................................................ 129

Restricting Document Editing .............................................................................. 133

Creating Restriction Exceptions ........................................................................... 136

Exercise ................................................................................................................ 142

Protecting a Document ..................................................................................... 142

LESSON 8 - USING FORMS ............................................................................... 145

Creating a Form .................................................................................................... 146

Saving a Form as a Template ............................................................................... 149

Setting Properties for Controls ............................................................................. 151

Using Legacy Tools and ActiveX Controls .......................................................... 155

Protecting a Form ................................................................................................. 157

Inputting Data into a Form ................................................................................... 161

Deleting a Form Template .................................................................................... 162

Printing a Form ..................................................................................................... 164

Exercise ................................................................................................................ 167

Using Forms ..................................................................................................... 167

LESSON 9 - CREATING A TABLE OF CONTENTS ...................................... 169

Using a Table of Contents .................................................................................... 170

Generating a Table of Contents ............................................................................ 171

Removing a Table of Contents ............................................................................. 173

Using Custom Styles ............................................................................................ 174

Viewing the TOC Field Code ............................................................................... 177

Updating a Table of Contents ............................................................................... 179

Inserting TC Field Codes ...................................................................................... 181

Using TC Fields .................................................................................................... 183

Using Outline Levels ............................................................................................ 186

Exercise ................................................................................................................ 190

Creating a Table of Contents ............................................................................ 190

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LESSON 10 - CREATING AN INDEX ............................................................... 193

Using an Index ...................................................................................................... 194

Creating Main Index Entries ................................................................................ 195

Creating Index Subentries .................................................................................... 197

Typing Index Entries ............................................................................................ 200

Cross-referencing Index Entries ........................................................................... 201

Generating an Index ............................................................................................. 204

Viewing the INDEX Field Code .......................................................................... 206

Updating an Index ................................................................................................ 207

Exercise ................................................................................................................ 209

Creating an Index ............................................................................................. 209

LESSON 11 - CREATING CAPTIONS .............................................................. 211

Inserting a Caption ............................................................................................... 212

Inserting a Table of Figures .................................................................................. 214

Updating a Table of Figures ................................................................................. 216

Inserting a Cross-reference ................................................................................... 218

Exercise ................................................................................................................ 221

Creating Captions ............................................................................................. 221

LESSON 12 - CREATING CITATIONS AND BIBLIOGRAPHY................... 223

Inserting Citations ................................................................................................ 224

Managing Sources ................................................................................................ 227

Editing Citation and Bibliography Styles ............................................................. 229

Inserting a Bibliography ....................................................................................... 230

Exercise ................................................................................................................ 233

Creating Citations and Bibliography ................................................................ 233

LESSON 13 - CREATING A TABLE OF AUTHORITIES .............................. 235

Marking Citations ................................................................................................. 236

Inserting a Table of Authorities ............................................................................ 239

Updating a Table of Authorities ........................................................................... 242

Exercise ................................................................................................................ 244

Creating a Table of Authorities ........................................................................ 244

LESSON 14 - USING BOOKMARKS ................................................................. 247

Working with Bookmarks .................................................................................... 248

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Creating Bookmarks ............................................................................................. 248

Viewing Bookmarks ............................................................................................. 250

Going to a Bookmark ........................................................................................... 251

Cross-referencing to a Bookmark ......................................................................... 253

Deleting a Bookmark ............................................................................................ 256

Exercise ................................................................................................................ 258

Using Bookmarks ............................................................................................. 258

LESSON 15 - USING FOOTNOTES AND ENDNOTES .................................. 261

Using Notes .......................................................................................................... 262

Inserting Notes ..................................................................................................... 262

Setting Note Options ............................................................................................ 265

Viewing Notes ...................................................................................................... 267

Browsing Notes .................................................................................................... 270

Moving and Copying Notes .................................................................................. 271

Deleting a Note ..................................................................................................... 273

Exercise ................................................................................................................ 275

Using Footnotes and Endnotes ......................................................................... 275

LESSON 16 - CREATING MASTER DOCUMENTS ....................................... 277

Using a Master Document .................................................................................... 278

Inserting Subdocuments ....................................................................................... 279

Collapsing/Expanding Subdocuments .................................................................. 282

Unlinking Subdocuments ..................................................................................... 284

Splitting and Merging Subdocuments .................................................................. 285

Locking Subdocuments ........................................................................................ 287

Opening Subdocuments ........................................................................................ 288

Exercise ................................................................................................................ 290

Creating Master Documents ............................................................................. 290

LESSON 17 - CUSTOMIZING WORD PREFERENCES ................................ 291

Changing the Default Font Attributes .................................................................. 292

Changing the Default Page Settings ..................................................................... 294

Setting Word Options ........................................................................................... 296

Modifying Default File Locations ........................................................................ 298

Customizing the Quick Access Toolbar ............................................................... 302

Exercise ................................................................................................................ 304

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Customizing Word Preferences ........................................................................ 304

INDEX ...................................................................................................................... 305

LESSON 1 - USING MAIL MERGE

In this lesson, you will learn how to:

Work with Mail Merge

Start Mail Merge

Use the Mail Merge wizard

Identify the main document

Create a Recipient list

Customize columns in a Recipient list

Rearrange columns in a Recipient list

Save a Recipient list

Enter records into a Recipient list

Sort records to be merged

Highlight merge fields

Insert merge fields into a document

Preview merged data

Merge to a new document

Merge to the printer

Send email messages

Lesson 1 - Using Mail Merge Word 2007 - Lvl 3

Page 2 Villanova UNIT Training

WORKING WITH MAIL MERGE

Discussion Mail merge is often used to send out the same or similar letters to a large number of

recipients. Mail merge enables you to write one letter only and then merge the letter

with a data source, thereby creating customized, individual letters including

information specific to each recipient (such as, names, addresses and other details).

The end result is a professional-looking letter that is tailored to each recipient.

Mail merge utilizes two types of documents: a main document and a data source. The

main document (such as, a letter) contains the information common to each recipient.

The data source contains the variable information (such as, different names and

addresses). Merge fields are placed in the main document to indicate where each bit of

data from the data source should appear. When you merge the variable information

from the data source into the main document, one merged document is created for

each record in the data source, with the variable information inserted into the

corresponding merge fields.

In addition to letters, you can use mail merge to print mailing labels and addressed

envelopes or to create a directory. Mail merge can produce documents in many

formats; printed letters, files stored to disk to be printed at a later time, fax documents,

and e-mail messages.

Mail merge involves following six basic steps:

1. Select the document type.

2. Create or select the main document.

3. Create or open the data source.

4. Insert the merge fields into the main document.

5. Preview the merged document.

6. Complete the merge.

You can create mail merges easily by using the Step by Step Mail Merge Wizard that

opens the Mail Merge task pane. The Mail Merge task pane provides the most

guidance when merging documents and offers you the flexibility to review previous

steps carried out in the process.

You can also use the buttons available on the Mailings tab to merge documents.

These buttons are arranged in order of usage, from left to right. They are context-

sensitive and will change depending upon where you are in the mail merge process.

The Mail Merge task pane is also referred to in Word as the Step by Step Mail Merge Wizard.

Word 2007 - Lvl 3 Lesson 1 - Using Mail Merge

Villanova UNIT Training Page 3

STARTING MAIL MERGE

Discussion The first step in performing a mail merge is to open the Mail Merge task pane. The

Mail Merge task pane guides you in creating, opening and modifying the main

document and the data source. The task pane provides instructions for each step in the

process. While using the task pane, you can go back to any previous step to review or

modify the mail merge.

The Mail Merge task pane

When you want to begin a mail merge, the required buttons on the Mailings tab are only available when you have a document open. It does not matter, however, whether it is an

existing main document or a new, blank document.

The Mail Merge task pane is also referred to in Word as the Step by Step Mail Merge Wizard.



Procedures 1. Select the Mailings tab.

2. Select the Start Mail Merge button in the Start Mail

Merge group.

3. Select Step by Step Mail Merge Wizard.

Step-by-Step From the Student Data directory, open CANCUN1.DOCX.

Start a Mail Merge.

Note: The steps in this lesson are specific to merging an existing letter with a new

data source. With the guidance provided by the Mail Merge task pane, however, you

will be able to apply what you learn in this lesson to other circumstances, whether you

are working with a new main document, an existing data source, or any combination

of such files.

Steps Practice Data

1. Select the Mailings tab.

The Mailings tab is displayed.

Click Mailings

2. Select the Start Mail Merge button in

the Start Mail Merge group.

The Start Mail Merge menu opens. Click

3. Select Step by Step Mail Merge

Wizard.

The Mail Merge task pane opens.

Click Step by Step Mail

Merge Wizard

USING THE MAIL MERGE WIZARD

Discussion The Mail Merge task pane is a wizard which takes you through all the steps involved

in the mail merge process. Guidance is provided along the way, which can act as a

useful memory prompt even once you are familiar with mail merge. While you can



perform a mail merge using the buttons available on the Mailings tab, the Mail Merge

wizard makes the process simpler and more straightforward.

If you need to leave the mail merge process part way through, Word will return you to

the appropriate step in the Mail Merge task pane when you resume the merge, making

it easy to pick up exactly where you left off.

Each step of the Mail Merge wizard prompts you to make an appropriate selection,

and provides guidance about which is most appropriate. For example, the second step

of the process prompts you to select your main document. As you click on each of the

document options, a short description is displayed to help you make a selection. The

Mail Merge wizard also prompts you take appropriate action, if necessary. In the

second step, if you click on the Start from a template option, the wizard describes

this selection as Start from a ready-to-use mail merge template... and so on, and

displays a link you can use to browse for the desired template.

Towards the bottom of the task pane, your place in the process is indicated, such as

Step 2 of 6. This is a convenient way of keeping track of where you are.

There are links under this at the bottom of the task pane which you can use to navigate

back and forth between the steps. This allows you to proceed to the next step once you

are ready, or to go back and make changes in previous steps. Word will only allow

you to proceed if valid options are selected in the current step.

When you want to resume a mail merge process that you have not completed, open the main document. A Microsoft Office Word message will ask you to confirm that you want to open

the document and retrieve the connected data source. Select

Yes and the main document will open. Select the Mailings tab

and open the Step by Step Mail Merge Wizard. The Mail

Merge task pane will open at the relevant step of the process.

As with other task panes, you can move, re-size and dock the Mail Merge task pane within the document window, to suit yourself.

IDENTIFYING THE MAIN DOCUMENT

Discussion Before you can perform a mail merge, you must identify the type of main document

you want to use. The main document contains the information common to all merged

documents.

The following types of documents are available in mail merge:



Document Type Definition

Letters Creates standard form letters that can be sent to a

group of people

E-mail messages Creates e-mail messages that can be sent to a group

of people

Envelopes Creates print addressed envelopes for a group

mailing

Labels Creates address labels and other types of labels

Directory Creates a single document containing a catalog or

printed list of addresses

After you have identified the type of main document, the next step is choosing

whether to use the current document or to create a new one.

If you have selected and opened your main document, you can carry out this step in the mail merge process by displaying the Mailings tab and selecting the Start Mail Merge button in the

Start Mail Merge group. Select the appropriate document

type from the menu, such as Letters.

Procedures 1. Under Select document type, select the desired document type.

2. Under Step 1 of 6, select the Next: Starting document link.

3. Under Select starting document, select the desired main document.

Step-by-Step Identify the main document.

Steps Practice Data

1. Under Select document type, select

the desired document type.

A document type is selected.

Click Letters, if

necessary



Steps Practice Data

2. Under Step 1 of 6, select the Next:

Starting document link.

Step 2 of 6 is displayed in the Mail

Merge task pane.

Click Next: Starting

document

3. Under Select starting document,

select the desired main document.

The Use the current document option

is selected.

Click Use the current

document, if necessary

CREATING A RECIPIENT LIST

Discussion The next mail merge step is to create or identify the data source. A data source is a file

that contains the information to be merged into the document, typically the recipients

of a letter or an e-mail message. The data source must contain the variable information

that will be inserted into the merge fields in the main document. A data source can be

a Word document, a spreadsheet (such as an Excel workbook), a database (such as an

Access database), or an Outlook contact list.

Before you create a data source, you must first define what information you want to

store in each record. Each individual piece of information in a record is called a field.

For example, first name, last name, street, and city are all separate fields.

It is helpful to think of the data source as an index card file, with each index card

containing one record (that is, all the information about one person, such as name,

address, telephone number, and so on). If you create a data source in Word, it is saved

as a Microsoft Office Address List (with the extension .mdb which is a file format

used in earlier versions of Access) in the My Data Sources folder.

Since the essential requirement for a mail merge is the list of recipients, Word refers

to the data source as a recipient list.



The New Address List dialog box

You can create a recipient list from scratch, use an existing list, or select recipients from Outlook contacts.

You can also carry out this step in the mail merge process by displaying the Mailings tab and selecting the Select Recipients button in the Start Mail Merge group. Then,

choose the appropriate option from the menu, such as Type

New List.

Procedures 1. Under Step 2 of 6, select the Next: Select recipients link.

2. Under Select recipients, select the Type a new list option.

3. Under Type a new list, select the Create link button .

Step-by-Step Create a data source or recipient list.



Steps Practice Data


Select recipients link.


Merge task pane.

Click Next: Select

recipients

2. Under Select recipients, select the

Type a new list option.

Type a new list is selected and the task

pane displays the corresponding

options.

Click Type a new list

3. Under Type a new list, select the

Create link button.


opens, with the insertion point in the

Title box.

Click

Leave the New Address List dialog box open.

CUSTOMIZING COLUMNS IN A RECIPIENT LIST

Discussion When creating a data source, Word provides a variety of pre-defined fields. Each field

is identified by a label called a field name. You can select which of these fields you

want to include in your data source.

You should fill in as much information as possible in your data source. Later on in this

process, you can select exactly which fields you want to include in this particular mail

merge. The more complete the data source is, however, the more useful it will be for

other mail merges in the future.

Your data source can be customized by adding, deleting, or renaming fields. Word

also allows you to rearrange the order of the fields.



Adding a field to the data source

A new Field Name is always entered below the currently selected Field in the Customize Address List dialog box.

Field Names can contain spaces, such as ZIP Code.

A data source in the mail merge process is also known as a recipient list in Word.

Procedures 1. Select the Customize Columns button in the

New Address List dialog box.

2. Select .

3. Type the desired field name in the Type a name for your field box.

4. Select .

5. Select the field you want to remove from the Field Names list.

6. Select .



7. Select .

Step-by-Step Customize the columns in a recipient list.

Steps Practice Data

1. Select the Customize Columns button

in the New Address List dialog box.

The Customize Address List dialog box

opens with the first Field Name

selected.

Click

2. Select Add.

The Add Field dialog box opens with

the insertion point in the Type a name

for your field box.

Click

3. Type the desired field name in the

Type a name for your field box.

The field name is displayed in the Type

a name for your field box.

Type Region

4. Select OK.

The Add Field dialog box closes. The

new Field Name is displayed below the

first Field Name in the Field Names

list.

Click

5. Select the field you want to remove

from the Field Names list.

The field is selected.

Click Company Name

6. Select Delete.

A Microsoft Office Word message box

opens asking you to confirm the

deletion.

Click

7. Select Yes.

The Microsoft Office Word message

box closes and the field is deleted from

the Field Names list.

Click

Practice the Concept: Add another field called Qtr Sales. Remove the following

Field Names: Home Phone and Work Phone.



Select the Country or Region field and click Rename. Change the Field Name to

Country then click OK.

Leave the Customize Address List dialog box open.

REARRANGING COLUMNS IN A RECIPIENT LIST

Discussion You can rearrange the order of the fields in a recipient list. You might do this after

you have added or removed fields in the Customize Address List dialog box. You may

wish to place fields in an appropriate order for entering data, based on the list of data

from which you are working. For example, if you want to enter the last name into a

record before entering the first name, you should move the Last Name field above the

First Name field.

The order in which you enter data does not affect the order of the data in the merged document.

Procedures 1. Select the field you want to move.

2. Select or as desired.

Step-by-Step Rearrange fields in a recipient list.

Steps Practice Data

1. Select the field you want to move.

The Field Name is selected.

Click Region

2. Select Move Up or Move Down as

desired.

The field moves up or down the Field

Names list accordingly.

Click twice

(to below the Last Name

field)



Practice the Concept: Move the Qtr Sales field below the Country field. Move the

E-mail Address field above the Qtr Sales field.

Leave the Customize Address List dialog box open.

SAVING A RECIPIENT LIST

Discussion After you have customized and arranged the fields in the recipient list, it is a good

idea to save your data source before you begin to enter records. When you save the

data source, it is earmarked as a mail merge data source. By default, it is saved as a

Microsoft Office Address List (with the extension .mdb which is a file format used in

earlier versions of Access).

The Save Address List dialog box

You can also open the data source in Microsoft Access to make changes to it.

By default, data source files are saved to the My Data Sources folder in the Documents folder.



Procedures 1. Once you have finished customizing the recipient list fields, select

.

2. Select .

3. Type the desired file name in the File name box.

4. Select .

Step-by-Step Save a recipient list.

Steps Practice Data

1. Once you have finished customizing

the recipient list fields, select OK.

The Customize Address List dialog box

closes. The New Address List dialog

box displays the columns arranged

according to the customization.

Click

2. Select OK.


closes. The Save Address List dialog

box opens with the insertion point in

the File name box.

Click

3. Type the desired file name in the File

name box.

The text is displayed in the File name

box.

Type sales1

4. Select Save.

The Save Address List dialog box

closes. The Mail Merge Recipients

dialog box is displayed.

Click

Leave the Mail Merge Recipients dialog box open.



ENTERING RECORDS INTO A RECIPIENT LIST

Discussion After you have saved the recipient list, you are ready to enter the variable information

into each individual record of the data source.

You cannot enter multiple lines in a field in the Edit Data Source dialog box; you

must enter one whole record at a time.

Entering a data record in the Edit Data Source dialog box

You use the [Tab] key to move to the next field in the Edit Data Source dialog box, and the [Shift+Tab] key combination to move to the previous field.

When you press the [Tab] key at the end of a record, a new record displays with the insertion point in the first field. You can also use the New Entry button to create a new data

record.

You can also carry out this part of the mail merge process by displaying the Mailings tab, and selecting the Edit Recipient List button in the Start Mail Merge group.



If you are resuming the mail merge process at a later time, then select the Edit recipient list link in Step 3 of 6 in the Mail Merge task pane to display the Mail Merge Recipients

dialog box.

Procedures 1. Double-click the data source file name in the Data Source list of the

Mail Merge Recipients dialog box.

2. Type the desired information into the first field.

3. Press [Tab].

4. Enter information as desired into the remaining fields of the record.

5. To add another record, select the New Entry button .

6. Enter information as desired into additional records.

7. When you have entered all the desired records, select .

8. Confirm the action as appropriate. Select to confirm

saving the changes to the data source. (Otherwise, you can select

Cancel to return to the Edit Data Source dialog box, or select No to

close the data source without saving your changes.)

9. Select .

Step-by-Step Enter records into a recipient list.

Steps Practice Data

1. Double-click the data source file name

in the Data Source list of the Mail

Merge Recipients dialog box.

The Edit Data Source dialog box is

displayed with the insertion point in

the first field.

Double-click

SALES1.MDB



Steps Practice Data

2. Type the desired information into the

first field.

The text is displayed in the first field.

Type Ms.

3. Press [Tab].

The insertion point moves to the next

field in the first record.

Press [Tab]

4. Enter information as desired into the

remaining fields of the record.

The information is displayed in the

data fields.

Follow the instructions

shown below the table

before continuing on to

the next step

5. To add another record, select the New

Entry button.

A new, blank data record is displayed.

Click

6. Enter information as desired into

additional records.

The information is entered into the

new records.




the next step

7. When you have entered all the desired

records, select OK.

A Microsoft Office Word message box

opens asking you to confirm that you

want to update your recipient list and

save the changes to the data source

file.

Click

8. Confirm the action as appropriate.

Select Yes to confirm saving the

changes to the data source.

The Microsoft Office Word message

box and Edit Data Source dialog box

close. The records are displayed in the

Mail Merge Recipients dialog box.

Click

9. Select OK.

The Mail Merge Recipients dialog box

closes. The main document and Mail

Merge task pane are displayed.

Click

Complete the first record with the information shown in the following table, leaving

the Address Line 2 field blank. Since you have created separate city, state, and ZIP

code fields, you do not need to type a comma after the city name.



Field Record 1

Title Ms.

First Name Elaine

Last Name Livingston

Region Mid-West

Address Line 1 389 Oak Lane

Address Line 2

City Athens

State OH

ZIP Code 08734

Country USA

E-mail Address [email protected]

Qtr Sales 23,445

Return to the table and continue on to the next step (step 5).

Add the following two records to the data source. Do not create a new entry after

adding Record 3.

Field Record 2 Record 3

Title Mr. Ms.

First Name Frank Jackie

Last Name Wentworth Livingston

Region West Coast East Coast

Address Line 1 1202 Harrington Way 102 Dove Path

Address Line 2 Apt. 702

City Sicklerville New Village

State PA NJ

Zip Code 18888 09999

Country USA USA

E-mail Address f.wentworth@worldspo

rtgoods.com

j.livingston@worldspo

rtgoods.com

Qtr Sales 28,450 32,295


Notice that the file name of the saved data source now displays under Use an existing

list in the Mail Merge task pane.



SORTING RECORDS TO BE MERGED

Discussion You can sort records by any field in a data source simply by clicking the

corresponding column heading in the Mail Merge Recipients dialog box. You may

want to sort records in alphabetical order by the Last Name field or in chronological

order by the Birth Date field. Clicking the column heading once sorts the records in

ascending order; clicking it a second time changes the sort to descending order.

To sort on up to three fields, you can use the Sort link to open the Filter and Sort

dialog box. If you have several people in a data source named Smith, you can sort the

records first by the Last Name field and then by the First Name field.

The data source can also be filtered to display only specific records. The drop-down

list in any column heading displays all the values for that field as well as several filter

options. For instance, if you want to send letters to people living in New Jersey, you

can filter the records by selecting NJ from the State field. Word will then merge only

those filtered records.

You can also select one of the filter options available on any column heading drop-

down list. The (Blanks) option displays all the records in which the corresponding

field is blank. The (Nonblanks) option displays all records in which the

corresponding field contains any information at all. The (All) option turns off any

filtering and displays all records. The (Advanced) option opens the Filter and Sort

dialog box, in which you can create any number of filters.

Sort settings in the Filter and Sort dialog box

The Filter and Sort dialog box filters or sorts only those records in which the check box is selected in the Mail Merge Recipients dialog box.

You can also filter or sort the recipient list by displaying the Mailings tab and selecting the Edit Recipient List button in the Start Mail Merge group.



When merging records, any existing filters and sorts in the Filter and Sort dialog box are applied. To remove existing filters or sorts, open the Filter and Sort dialog box and select

the Clear All button on the Filter Records or Sort Records

page.

Procedures 1. Select the Edit recipient list link under Use an

existing list in the Mail Merge task pane.

2. Select the column heading of the field by which you want to sort.

3. Select the Sort link .

4. Select the Sort by list .

5. Select the field by which you want to sort.

6. Select the desired sort order.

7. To sort by additional fields, select one or both Then by lists, and

select the desired fields and sort orders.

8. Select .

9. Select .

Step-by-Step Sort records to be merged.

Steps Practice Data

1. Select the Edit recipient list link

under Use an existing list in the Mail

Merge task pane.


opens.

Click



Steps Practice Data

2. Select the column heading of the field

by which you want to sort.

The records are sorted by the selected

field in ascending order.

Scroll as necessary and

click the State column

heading

3. Select the Sort link.

The Filter and Sort dialog box opens

with the Sort Records page displayed.

Click

4. Select the Sort by list.

A list of available fields is displayed. Click Sort by

5. Select the field by which you want to

sort.

The field name displays in the Sort by

box.

Click Last Name

6. Select the desired sort order.

The sort order is selected. Click Ascending, if

necessary

7. To sort by additional fields, select one

or both Then by lists, and select the

desired fields and sort orders.

The field names are displayed in the

Then by boxes and the sort orders are

selected.




the next step

8. Select OK.

The Filter and Sort dialog box closes

and the records are sorted

accordingly.

Click

9. Select OK.


closes.

Click

Set the following sort options:

Sort Field Order

Then by First Name Ascending

Then by Region Ascending




HIGHLIGHTING MERGE FIELDS

Discussion Before you begin inserting merge fields into the main document, you should set two

specific document display options. You should ensure that the Show field codes

instead of their values option is deselected so that the field codes are hidden (this is

the default setting). In this way, you cannot inadvertently change a field name and the

chance of error in the mail merge process is reduced. In addition, the field codes must

be hidden in order to view the resulting merged documents properly.

It is also a good idea to set the Field shading option to Always. Merge fields are

easier to recognize in the main document when they are shaded in gray.

Setting the document display options for merging

Procedures

1. Select the Office button .

2. Select the Word Options button .

3. Select Advanced.

4. Scroll down to the Show document content section.



5. Deselect the Show field codes instead of their values option, if

necessary.

6. Select the Field shading list .

7. Select the Always option.

8. Select .

Step-by-Step Set document display options for merging.

Steps Practice Data

1. Select the Office button.

The Office menu is displayed. Click

2. Select the Word Options button.

The Word Options dialog box opens. Click

3. Select Advanced.

The Advanced page displays.

Click Advanced

4. Scroll down to the Show document

content section.

The Show document content options

are displayed

Scroll down to Show

document content

5. Deselect the Show field codes instead

of their values option.

The Show field codes instead of their

values option is deselected.

Click Show field codes

instead of their values to

deselect it, if necessary

6. Select the Field shading list.

A list of available options is displayed. Click Field shading

7. Select the Always option.

The Always option is displayed in the

Field shading box.

Click Always

8. Select OK.

The Word Options dialog box closes

and the document display options are

set.

Click



INSERTING MERGE FIELDS INTO A DOCUMENT

Discussion The next step in the mail merge process is to insert merge fields into the main

document.

Merge fields are inserted at the insertion point. When inserted, a merge field is

enclosed in chevrons such as, . The merge field will also be shaded

if the Field shading option is set to Always on the Advanced page of the Word

Options dialog box.

Related merge fields can be grouped. Word creates groupings for the more common

main document items such as, addresses and greeting lines. These groupings include

all necessary spacing and punctuation. You can easily insert a grouped merge field by

clicking the corresponding link in the Mail Merge task pane. When you click a

grouped item link, a dialog box opens from which you can select the desired formats

and options.

Clicking the More items... link in the Mail Merge task pane opens the Insert Merge

Field dialog box, which allows you to insert an individual merge field. Once you have

inserted the merge field, you must close the dialog box before inserting another merge

field in a different document location.

If you insert an individual merge field that is not part of a grouped merge field, you

must remember to include all necessary spacing and punctuation, both before and after

the inserted merge field.

Selecting options for a grouped merge field



There are buttons available on the Mailings tab in the Write & Insert Fields group for inserting an address block or a greeting line. You can also use the bottom part of the Insert

Merge Field button to quickly insert an individual field, or

select the top part of the button to open the Insert Merge Field

dialog box.

The Format address according to the destination country/region option in the Insert Address Block dialog box formats international addresses with the correct layout for the

recipients country.

When inserting a grouped merge field, it is always worth double-checking that Word has inserted the correct fields in the correct order. For example, you may have address fields in

your data source that are named in ways that Word does not

recognize. Therefore, Word may leave them out of an address

block. Alternatively, Word may interpret the names of other

fields in ways that you do not expect, and include them where

they do not belong.

Procedures 1. Under Step 3 of 6, select the Next: Write your letter link.

2. Position the insertion point in the main document where you want to

insert a grouped merge field.

3. Under Write your letter, select the link for the grouped merge field

you want to insert.

4. Select or deselect the desired options.

5. To preview other addresses from your recipient list, use the arrow

above the Preview box.

6. Select .

7. Position the insertion point where you want to insert an individual

merge field.

8. Under Write your letter, select the More items link

.



9. Select the desired field.

10. Select .

11. Select .

Step-by-Step Insert merge fields into a document.

Steps Practice Data


Write your letter link.


Merge task pane.

Click Next: Write your

letter

2. Position the insertion point in the main

document where you want to insert a

grouped merge field.

The insertion point moves to the new

location.

Press [Ctrl+Home], if

necessary

3. Under Write your letter, select the

link for the grouped merge field you

want to insert.

The Insert Address Block dialog box

opens.

Click

4. Select or deselect the desired options.

The options are selected or deselected

accordingly and a preview of the first

address in your recipient list is

displayed on the right.

Click Mr. Josh Randall

Jr. in the Insert

recipients name in this format list

5. To preview other addresses from your

recipient list, use the arrows above the

Preview box.

Other addresses are displayed

accordingly.

Click twice

6. Select OK.

The Insert Address Block dialog box

closes. The grouped merge field is

inserted into the main document at the

insertion point.

Click



Steps Practice Data

7. Position the insertion point where you

want to insert an individual merge

field.

The insertion point moves to the new

location.

Click after the Region:

text

8. Under Write your letter, select the

More items... link.

The Insert Merge Field dialog box

opens.

Click

9. Select the desired field.

The field is selected.

Click Region

10. Select Insert.

The merge field is inserted into the

main document at the insertion point.

Click

11. Select Close.

The Insert Merge Field dialog box

closes.

Click

Practice the Concept: Use the Greeting line... link in the Mail Merge task pane to

insert Mr. Randall, on the second line below Region. (Hint: Set the first list box to

(none).) To preview other Greeting lines from your recipient list, use the arrows

above the Preview box.

Finally, insert the Qtr Sales field after the dollar sign in the fourth line of the letter

body. Close the Insert Merge Field dialog box.

PREVIEWING MERGED DATA

Discussion You can preview the main document with the merged data before you actually carry

out the merge.

Previewing the merged document is a good idea because you can use the preview to

check for format and spelling errors or any unexpected results of the merge.

If you find an error in the main document, you should correct it. If you find an error in

a data record, you can correct it in the merged document; however, you should also

correct it in the data source if you plan to use it for another merge. Remember that you

can return to previous steps in the Mail Merge task pane to make any corrections to

the main document or the data source, then return to the current step in the process to

preview the merged document again.



Previewing the first merged record

You can also use the Preview Results button in the Preview Results group on the Mailings tab to view the merged document. By clicking the Next Record or Previous Record

buttons in the Preview Results group you can preview each

merged document.

Procedures 1. Under Step 4 of 6, select the Next: Preview your letters link.

2. Under Preview your letters, select the Next Record button to

preview each of the merged records.

3. Under Preview your letters, select the Previous Record button

to navigate back through the merged records.

Step-by-Step Preview the merged document.



Steps Practice Data


Preview your letters link.


Merge task pane. The first merged

record is previewed in the document

window.

Click Next: Preview your

letters

2. Under Preview your letters, select the

Next Record button to preview each

of the merged records.

The merged records are previewed

accordingly.

Click twice


Previous Record button to navigate

back through the merged records.

The previous merged records are

previewed accordingly.

Click twice

MERGING TO A NEW DOCUMENT

Discussion After you have previewed the merged records, you can edit the main document or the

recipient list as needed, or you can complete the merge. Editing the main document

before you merge will affect all merged letters, while editing a data source record

permanently changes the edited records.

When you complete the merge, you can merge letters directly to the printer, or you

can merge them to a new document. Selecting the Edit individual letters link

automatically merges letters into a new document, in which you can make changes to

individual letters. Changes made to individual letters in the merged document will not

be saved in the main document or in the data source. Once the changes have been

made, you can save the merged document as a separate document, or you can send the

merged document to the printer and then close it without saving.

When you select the Edit individual letters link, you can also choose which data

records you want to merge; you can merge all of the data records, the current record

only or selected records.

You can also use the Finish & Merge button in the Finish group on the Mailings tab to complete the merge.



When you have completed a mail merge, you can detach the data source from the main document by selecting the Start Mail Merge button in the Start Mail Merge group, then

choose Normal Word Document.

Procedures 1. Under Step 5 of 6, select the Next: Complete the merge link.

2. Under Merge, select the Edit individual letters link

.

3. Select the records you want to merge to a new document.

4. Select .

Step-by-Step Merge to a new document.

Steps Practice Data


Complete the merge link.


Merge task pane.

Click Next: Complete the

merge

2. Under Merge, select the Edit

individual letters link.

The Merge to New Document dialog

box opens.

Click

3. Select the records you want to merge

to a new document.

The records are selected accordingly.

Click All, if necessary

4. Select OK.

The Merge to New Document dialog

box closes. The records are displayed

in a new, merged document.

Click

Scroll through the new document to view the merged letters. Then, close the

document without saving it.



MERGING TO THE PRINTER

Discussion Once you have previewed the merged documents, you can merge them directly to the

printer. This option lets you easily print merged documents without creating or saving

a new, merged document.

You can also use the Finish & Merge button in the Finish group on the Mailings tab to complete the merge.

When you have completed a mail merge, you can detach the data source from the main document by selecting the Start Mail Merge button in the Start Mail Merge group, then

choose Normal Word Document.

Procedures 1. Under Merge, select the Print link .

2. Select the records you want to merge to the printer.

3. Select .

4. Select the desired options in the Print dialog box, then select

.

Step-by-Step Merge to the printer.

Steps Practice Data

1. Under Merge, select the Print link.

The Merge to Printer dialog box

opens.

Click



Steps Practice Data

2. Select the records you want to merge

to the printer.

The records are selected accordingly.

Click All, if necessary

3. Select OK.

The Merge to Printer dialog box

closes and the Print dialog box opens.

Click

4. Select the desired options in the Print

dialog box, then select OK.

The Print dialog box closes, and Word

prints the merged letters.

Click

Close the Mail Merge task pane. Close all open documents without saving them.

SENDING EMAIL MESSAGES

Discussion You can use mail merge to send personalized e-mail messages to recipients in your

address list. As with a mail merged letter, the information in each message is basically

the same but the content of each message is unique. For example, each message can

address the recipient by name.

Furthermore, each mail merged e-mail message is a separate mailing where each

contact is the sole recipient of a message. This appears more professional than sending

an e-mail message to a distribution list or hiding recipients in the Bcc (blind carbon or

courtesy, copy) line of the message.

You can choose to send the message in HTML or plain text format, or as a simple e-

mail attachment. You can also choose whether to send the e-mail to all records in your

data source or selected recipients only.



Step 2 of the Mail Merge wizard

You must have a MAPI-compliant e-mail program installed to mail merge and send e-mail messages. Microsoft Outlook is one such program.

You must use the same versions of Outlook and Word, so if you are using Word 2007 you must also be using Outlook 2007.

You cannot add recipients to the Cc (carbon copy or courtesy copy) line for a mail merged e-mail.

Procedures 1. Select the Mailings tab on the Ribbon.


Merge group.


4. Under Select document type on the Mail Merge task pane, select

the E-mail messages option.



5. Under Step 1 of 6, select Next: Starting document.

6. Under Select starting document, select the desired option for the

main document.

7. Under Step 2 of 6, select Next: Select recipients.

8. Under Select recipients, select the desired option for the data source.

9. Use the options to create or select the recipients list.

10. Under Step 3 of 6, select Next: Write your e-mail message.

11. Use the options to complete the e-mail message.

12. Under Step 4 of 6, select Next: Preview your e-mail message.

13. Under Preview your letters, select the Next Record button to

preview each of the merged records.

14. When you are satisfied that the e-mail message is complete, under

Step 5 of 6, select Next: Complete the merge.

15. Under Merge, select the Electronic Mail link .

16. Select the desired options in the Merge to E-mail dialog box.

17. Select to merge and send the e-mails.

Step-by-Step From the Student Data directory, open CANCUN1.DOCX.

Use the mail merge wizard to merge to e-mail.

Steps Practice Data

1. Select the Mailings tab on the

Ribbon.


Click Mailings





Wizard.

The Mail Merge task pane is displayed

showing Step 1 of 6.


Merge Wizard



Steps Practice Data

4. Under Select document type on the

Mail Merge task pane, select the E-

mail messages option.

The E-mail messages option is

selected.

Click E-mail messages

5. Under Step 1 of 6, select Next:

Starting document.


Merge task pane and the document

window switches to Web Layout view.


document


select the desired option for the main

document.

The desired Select starting document

option is selected.

Click Use the current

document, if necessary

7. Under Step 2 of 6, select Next: Select

recipients.


Merge task pane.

Click Next: Select

recipients


desired option for the data source.

The desired Select recipients option is

selected and the corresponding

options are displayed in the second

part of the task pane.

Click Use an existing

list, if necessary

9. Use the options to create or select the

recipient list.

The recipient list is created or

selected.




the next step

10. Under Step 3 of 6, select Next: Write

your e-mail message.


Merge task pane.

Click Next: Write your e-

mail message

11. Use the options to complete the e-mail

message.

The e-mail message is completed.




the next step

12. Under Step 4 of 6, select Next:

Preview your e-mail message.


Merge task pane.

Click Next: Preview your

e-mail message



Steps Practice Data


Next Record button to preview each

of the merged records.

The merged records are previewed

accordingly

Click twice

14. When you are satisfied that the e-mail

message is complete, under Step 5 of

6, select Next: Complete the merge.


Merge task pane.

Click Next: Complete the

merge

15. Under Merge, select the Electronic

Mail link.

The Merge to E-mail dialog box is

displayed.

Click

16. Select the desired options in the Merge

to E-mail dialog box.

The desired options are selected.




the next step

17. Select OK to merge and send the e-

mails.

The Merge to E-mail dialog box

closes. The e-mail merge is processed.

Click to close

the Merge to E-mail

dialog box without

sending the e-mails

Click Browse to open the Select Data Source dialog box. Select and open the file

SALES1.MDB from the My Data Sources folder. Click OK to close the Mail Merge

Recipients dialog box.


Click Greeting line to open the Insert Greeting Line dialog box. Under Greeting line

format, select the first list and choose (none). Select the center list; scroll and choose

Joshua. Preview the greeting using the buttons above the Preview box. Then, click

OK. The GreetingLine grouped merge field is inserted in the document.

Position the insertion point at the end of the line that reads Region: and click More

items in the Mail Merge task pane. Select the Region Field from the Insert Merge

Field dialog box. Click Insert, then Close the dialog box. The Region field is inserted

in the document.

Insert the Qtr Sales field after the dollar sign in the fourth line of the message. Close

the Insert Merge Field dialog box.


Complete the following options in the Merge to E-mail dialog box:



In the To: box, ensure that the merge field containing the Email Address is selected

(Email_Address).

Enter the subject for the e-mail in the Subject line: box. Type Sales contest.

Select the desired format for the e-mail in the Mail format: box. Select HTML, if

necessary.

Under Send records, select whether to send the e-mail to some or all recipients.

Select the All option, if necessary.

Return to the table and continue on to the next step (Step 17).

Close the Mail Merge task pane. Close all open documents without saving them.



EXERCISE

USING MAIL MERGE

Task Use mail merge to send a letter to a list of recipients.

1. Open INTRVW1.DOCX and display the formatting marks, if

necessary.

2. Deselect the Show field codes instead of their values option and set

Field shading to Always, if necessary. (Hint: Go to Word Options

in the Office menu, then select the Advanced page.)

3. Begin the mail merge by opening the Mail Merge task pane.

4. Create a letter to send to a group of people using the current

document.

5. Create a new list of recipients. Customize the data source by

removing the following fields: Company Name, Address Line 2,

Home Phone, Work Phone, and E-mail Address.

6. Add the following fields to the data source: Appt Date and Appt

Time. Move the Appt Date field below the Last Name field then,

move the Appt Time field below the Appt Date field.

7. Save the data source as prosp1.

8. Add the following data records:

Addressee Appointment

Date

Appointment

Time

Mr. John Smith

305 Windsor Drive

Media, PA 19107

USA

October 1 9:30 AM

Ms. Samantha Jones

654 Second Avenue

King of Prussia, PA 19406

USA

October 3 10:00 AM

Mr. George Adams

777 Coldstream Lane

Aston, PA 19108

USA

October 4 9:45 AM



9. Use the Mail Merge Recipients dialog box to sort the records in

ascending order by Last Name.

10. Insert the Address block grouped merge field on the second line

below the date. Use any recipient name format that includes the title,

and format the addresses to include the destination country or region.

11. Insert the Greeting line grouped merge field on the second line

below the Address block field. Use the Title and Last Name

format.

12. Insert the Appt Date field after the word on then, insert the Appt

Time field after the word at, in the third line of the first paragraph

below the GreetingLine field.

13. Preview the merged letters.

14. Merge all records to a new document. Review the merged document

and then, close it without saving.

15. Merge to the printer, if available.

16. Close the Mail Merge task pane.

17. Close all open documents without saving them.

LESSON 2 - MERGING MAILING LABELS AND DIRECTORIES

In this lesson, you will learn how to:

Use mailing labels

Create mailing labels

Select label options

Attach a data source

Insert label merge fields

Merge labels to a new document

Create a directory

Merge with an alternate data source

Lesson 2 - Merging Mailing Labels and Directories Word 2007 - Lvl 3


USING MAILING LABELS

Discussion You can use the mail merge feature to create mailing labels. Since you do not have to

use all the fields in a data source when you are merging, you can use the same data

source for both letters and mailing labels; it is not necessary to create separate data

sources for each. This also makes it easier to keep the data source up-to-date for future

mail merges.

You create labels using the following six steps:

1. Identify the main document.

2. Set up the main document.

3. Create or identify the data source.

4. Insert merge fields into the main document.

5. Preview the merged labels.

6. Perform the merge.

You can create label mail merges easily by using the Step by Step Mail Merge Wizard

that opens the Mail Merge task pane. The Mail Merge task pane provides the most

guidance and offers you the flexibility to review previous steps carried out in the

process. To create labels, you must select the Labels option for the main document in

the Mail Merge task pane.

CREATING MAILING LABELS

Discussion The first step in creating mailing labels is to create or open the main document. After

the main document has been identified, you can select which type of labels you want

to create. You can select from the range of many standard label sizes contained in

Word, or, you can create customized labels.

Word 2007 - Lvl 3 Lesson 2 - Merging Mailing Labels and Directories


Procedures 1. Select the Mailings tab on the Ribbon.


Merge group.


4. Under Select document type, select the Labels option.

Step-by-Step Create mailing labels.

Note: The steps in this lesson are specific to merging a new, main document with an

existing data source. With the guidance provided by the Mail Merge task pane,

however, you will be able to apply what you learn in this lesson to other

circumstances, whether you are working with an existing main document, a new data

source, or any combination of such files.

If necessary, open a new, blank document.

Steps Practice Data

1. Select the Mailings tab on the

Ribbon.


Click Mailings





Wizard.

The Mail Merge task pane opens

showing Step 1 of 6.


Merge Wizard

4. Under Select document type, select

the Labels option.

The Labels option is selected.

Click Labels



SELECTING LABEL OPTIONS

Discussion After you have indicated that you want to create labels, the next step is to set up the

main document. To set up the label main document, you must indicate which type of

labels you want to create and the printer you plan to use. It is possible that you will

have a package of label sheets from one of the label sheet suppliers. Each sheet of

labels is a certain size containing a number of labels with specific dimensions.

Setting up the main document using label options

Word creates a main document that contains a table to layout the labels. If you cannot see the gridlines separating the labels, you can click the Layout contextual tab, then click the View

Gridlines button in the Table group.

Procedures 1. Under Step 1 of 6, select the Next: Starting document link.

2. Under Select starting document, select the Change document

layout option.



3. Under Change document layout, select the Label options link

.

4. Under Printer information, select the desired printer type.

5. Select the Tray list.

6. Select the desired option from the Tray list.

7. Select the Label vendors list.

8. Select the desired label vendor.

9. Select the desired product number from the Product number list

box.

10. Select .

Step-by-Step Select label options.

Steps Practice Data


Starting document link.


Merge task pane.


document


select the Change document layout

option.

The Change document layout option

is selected.

Click Change

document layout, if

necessary

3. Under Change document layout,

select the Label options link.

The Label Options dialog box opens.

Click

4. Under Printer information, select the

desired printer type.

The printer type is selected.

Click Page printers, if

necessary

5. Select the Tray list.

A list of available options is displayed. Click Tray

6. Select the desired option from the

Tray list.

The selected option is displayed in the

Tray box.

Click the option indicated

by your instructor



Steps Practice Data

7. Select the Label vendors list.

A list of available vendors is

displayed.

Click Label vendors

8. Select the desired label vendor.

The selected vendor is displayed in the

Label vendors box.

Click Avery US Letter

9. Select the desired product number

from the Product number list box.

The product number is selected and

the Label information is displayed

accordingly.

Scroll as necessary and

click 5159

10. Select OK.

The Label Options dialog box closes

and blank labels appear in the main

document.

Click

The blank labels meet the size and layout specifications of the selected product, as

supplied by the selected vendor.

ATTACHING A DATA SOURCE

Discussion Once you have created the main document for mailing labels, you must create or

identify the data source. The data source contains the variable information to be

inserted into the labels (such as names and addresses). You can either open an existing

data source or create a new one.

Procedures 1. Under Step 2 of 6, select the Next: Select recipients link.

2. Under Select recipients, select the Use an existing list option.

3. Under Use an existing list, select the Browse link .

4. Select the Look in list .

5. Select the drive where the data source is stored.

6. Double-click to open the folder where the data source is stored.



7. Select the desired data source file.

8. Select the left-hand part of the Open button .

9. Select .

Step-by-Step Attach a data source.

Steps Practice Data


Select recipients link.


Merge task pane.

Click Next: Select

recipients


Use an existing list option.

The Use an existing list option is

selected.

Click Use an existing

list, if necessary

3. Under Use an existing list, select the

Browse link.

The Select Data Source dialog box

opens.

Click

4. Select the Look in list.

A list of available drives is displayed. Click Look in

5. Select the drive where the data source

is stored.

A list of available folders and files is

displayed in the right-hand part of the

Select Data Source dialog box.

Click the student data

drive

6. Double-click to open the folder where

the data source is stored.

A list of available files appears.

Double-click the student

data folder

7. Select the desired data source file.

The file name