Microsoft Word: Mail Merge Basics Presenter: Jolanta Soltis

Microsoft Word: Microsoft Word: Mail Merge BasicsMail Merge Basics

Presenter: Jolanta Soltis

Academic Computing Services Academic Computing Services 20072007

ObjectivesObjectives

• Define a mail merge • Discuss the parts of a mail merge• Discuss common mail merge terminology• Describe the three steps used to complete a mail

merge• Discuss some common mail merge issues


Mail MergeMail Merge


Parts of a Mail MergeParts of a Mail MergeMain documentData source

Header source (optional)Results


Common TerminologyCommon Terminology

Field– A specific piece of information about a record

Record – An associated collection of fields

Delimiter– A character used to separate fields and

records

Header row – The row that contains the field names


ExampleExample

Record

Header Row FieldDelimiter


The Main Document ContainsThe Main Document Contains

Boilerplate text– Form letter– Invoice

A standard format for printing – Envelope – Label

Fields – Placeholders for the data from your data source


Types of Main DocumentsTypes of Main Documents• Form letters• Mailing labels• Envelopes • Catalog


The Data SourceThe Data Source

Contains the text and graphics that vary for each merged documentContains records and fieldsRequirements:– Records in the data source must contain the same

number of fields as the header row– The header row must be the first row or paragraph

(if a separate header source is not used)– Field data must be entered exactly as you want it

to be printed


Types of Data SourcesTypes of Data Sources

Word documentExcel spreadsheetDatabases– Microsoft Access– dBASE– Microsoft® FoxPro®

– Others

Address booksText files


Header Source Header Source (optional)(optional)

Consists of a row of field names Used in addition to a data sourceIdentifies the fields of data in the data sourceFor example, if you can't add or edit a header record in the data source (because the data source is read-only), you can use a separate header source that contains the field names you want to use.


Results of Mail MergeResults of Mail Merge

Word XP can merge to:New documentPrinterFax (if faxing software is installed)E-mail (if e-mail software is installed)


Getting StartedGetting Started

To activate the Mail Merge click Mail Merge Wizard on the Tools/Letters and Mailings menu.

Mail Merge Task Pane


Using the Mail MergeUsing the Mail Merge

1.1. Open or create the main document.Open or create the main document.

2.2. Attach an existing or new data source. Attach an existing or new data source.

3.3. Edit the main document. Edit the main document.

4.4. Perform the merge.Perform the merge.


Step 1.Step 1.Open or create the Open or create the main document.main document.


Step 2. Step 2. Select Recipients Select Recipients


Type a New ListType a New ListThe Create Data Source dialog box lets you:

Remove unwanted field namesAdd new field namesChange the order of field names


New Address List Dialog Box New Address List Dialog Box


Step 3.Step 3. Set Up the Main Document Set Up the Main Document


Preview the Merge ResultPreview the Merge Result

After you set up your mail-merge main document and attach it to a data source, you can see a preview of the merge result.



Step 4.Step 4.Complete the Complete the MergeMerge


Help ResourcesHelp Resources

Microsoft Word Help – Ask the Office Assistant!


Help Resources Help Resources (cont.)(cont.)

Mail Merge TroubleshooterMail Merge Troubleshooter


Online Help AvailableOnline Help Available

Word Mail Merge Resource CenterWord Mail Merge Resource Center http://support.microsoft.com/support/wor

d/usage/mailmerge/default.asp

http://support.microsoft.com/default.aspx?scid=kb;en-us;287561

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