Embed Size (px)
DESCRIPTION
MS Word 2007/8 Mail Merge. By Carolynne White Barka Satya. Office 2007/8 Menu Changes. Ribbon Organizes Commands Set of Tabs Set of Commands. Mail Merge Concept. Many copies of a document are needed with each one personalized for an individual recipient. Before You Begin…. - PowerPoint PPT Presentation
Citation preview
Information TechnologyInformation Technology
Help Desk Short Courses MailMerge10/6/08
MS Word 2007/8 Mail Merge MS Word 2007/8 Mail Merge
By
Carolynne White
Barka Satya
Information TechnologyInformation Technology
Help Desk Short Courses MailMerge10/6/08
Office 2007/8 Menu ChangesOffice 2007/8 Menu Changes
• Ribbon Organizes Commands– Set of Tabs
• Set of Commands
Information TechnologyInformation Technology
Help Desk Short Courses MailMerge10/6/08
Mail Merge ConceptMail Merge Concept
• Many copies of a document are needed with each one personalized for an individual recipient.
Information TechnologyInformation Technology
Help Desk Short Courses MailMerge10/6/08
Before You Begin….Before You Begin….
• Do you have the content prepared?– Yes > OK; No > Prepare the text
• Do you have a list of recipients in a FILE?– Yes > OK; No > Get the file– Excel file– Word table– CSV file– Top line must contain headers
• If it needs editing, edit and save
Information TechnologyInformation Technology
Help Desk Short Courses MailMerge10/6/08
Recipient File FormRecipient File Form• Yes • No
FN LN Street
Bill Black 1521 Oak
John Smith 2365 Holly
JB Jones 3423 Main
Susan Black 3367 Oak
Paul Lui 1331 OST
Sandy Perez 55 First St
Alex McDodd 456 Main St
Bill Black 1521 Oak
John Smith 2365 Holly
JB Jones 3423 Main
Susan Black 3367 Oak
Paul Lui 1331 OST
Sandy Perez 55 First St
Top line must contain headers
Information TechnologyInformation Technology
Help Desk Short Courses MailMerge10/6/08
Mail Merge WizardMail Merge Wizard
• Select the MAILINGS Tab
Information TechnologyInformation Technology
Help Desk Short Courses MailMerge10/6/08
Use the Mail Merge WizardUse the Mail Merge Wizard• Select
– Start Mail Merge
– ChooseStep by Step …
Information TechnologyInformation Technology
Help Desk Short Courses MailMerge10/6/08
Select Document TypeSelect Document Type
• Letters are the most common merged document
Information TechnologyInformation Technology
Help Desk Short Courses MailMerge10/6/08
Start from a Template or Current DocumentStart from a Template or Current Document
• If your current OPEN document can be used or modified slightly for use, select “Use Current Document”
• If you have a letter already created that can be used or modified slightly for use, select “Start from existing document”
• Otherwise, select “Start from a template”
Information TechnologyInformation Technology
Help Desk Short Courses MailMerge10/6/08
Select a Merge TemplateSelect a Merge Template
• If you use a template, edit the content before you send it out.
Information TechnologyInformation Technology
Help Desk Short Courses MailMerge10/6/08
RecipientsRecipients
• Select “Use an existing list”
• Click Browse
• Locate and open the file contain your data for this merge
Information TechnologyInformation Technology
Help Desk Short Courses MailMerge10/6/08
More than One List in File?More than One List in File?
• If necessary select range of spreadsheet that contains the data for this merge.
Information TechnologyInformation Technology
Help Desk Short Courses MailMerge10/6/08
Mail Merge Recipient Dialog BoxMail Merge Recipient Dialog Box
• Select recipients with checkbox
• Sort, with drop down boxes
Information TechnologyInformation Technology
Help Desk Short Courses MailMerge10/6/08
Insert Merge FieldsInsert Merge Fields
• Pick the Date
• Add the Address Block
• Greeting Line
Information TechnologyInformation Technology
Help Desk Short Courses MailMerge10/6/08
Information TechnologyInformation Technology
Help Desk Short Courses MailMerge10/6/08
Address BlockAddress Block• Match Fields if necessary
• Select format and contents of AddressBlock
Information TechnologyInformation Technology
Help Desk Short Courses MailMerge10/6/08
Address Block;Match Fields
Address Block;Match Fields
• Match Fields
Information TechnologyInformation Technology
Help Desk Short Courses MailMerge10/6/08
Previewing ResultsPreviewing Results
• Check the merge “results” with any specific recipient
Information TechnologyInformation Technology
Help Desk Short Courses MailMerge10/6/08
Complete the MergeComplete the Merge
• Click NEXT– Print– Edit Individual letters…– Click OK
Information TechnologyInformation Technology
Help Desk Short Courses MailMerge10/6/08
New Merged DocumentNew Merged Document
• Letters1
• Save– Click
Information TechnologyInformation Technology
Help Desk Short Courses MailMerge10/6/08
Save optionsSave options
• File Format options
Information TechnologyInformation Technology
Help Desk Short Courses MailMerge10/6/08
ResourcesResources
• http://helpdesk.ua.edu/training/word/merg07.html
