MS Word 2013 - sbcusd.k12.ca.us · MS Word 2013. Every mail merge project has two main components: • Main document – This is usually a form letter, mailing labels, or envelopes

MS Word 2013

Merging Data into:

Certificates Form Letters

Email Messages Business Envelopes

Mailing Labels Electronic Forms

Directories

Prepared by Information Technology Department

August 8, 2017

MS Word – Merging Data

SBCUSD – Information Technology Department Page 3 of 35

Table of Contents

Section 1 – Overview of the Mail Merge Feature.................................................................................... 4

Section 2 – Merging into a Certificate ..................................................................................................... 5

Preparing the Certificate ...................................................................................................................... 5

Checking the template for errors.......................................................................................................... 6

Completing the merge .......................................................................................................................... 6

Tips, Tricks, and Shortcuts .................................................................................................................. 6

Section 3 – Merging into a Form Letter................................................................................................... 7

Setting up the form letter (Main Document) ........................................................................................ 7

Connect the form letter to Excel file (Data Source) ............................................................................ 8

Insert merge fields into the form letter (Main Document) ................................................................... 9

Section 4 – Merging into an Email Message ......................................................................................... 11

Setting up the email message (Main Document) ............................................................................... 11

Connect the email message to your Outlook Contacts (Data Source) ............................................... 12

Insert merge fields into the email text (Main Document) .................................................................. 13

Section 5 – Merging into Business Envelopes ....................................................................................... 15

Setting up the business envelope (Main Document).......................................................................... 15

Connect the envelope to Excel file (Data Source) ............................................................................. 16

Insert merge fields into the envelope (Main Document) ................................................................... 17

Section 6 – Merging into Mailing Labels .............................................................................................. 19

Setting up the mailing labels (Main Document) ................................................................................ 19

Connect the mailing labels to Excel file (Data Source) ..................................................................... 20

Insert merge fields into the labels (Main Document) ........................................................................ 21

Section 7 – Merging into an Electronic Form ........................................................................................ 23

Setting up the electronic form (Main Document) .............................................................................. 23

Connect the electronic form to Excel file (Data Source) ................................................................... 23

Insert merge fields into electronic form (Main Document) ............................................................... 25

Section 8 – Merging into a Directory .................................................................................................... 27

Setting up the directory (Main Document) ........................................................................................ 27

Connect the Excel file (Data Source)................................................................................................. 28

Insert merge fields into directory (Main Document) ......................................................................... 29

Section 9 – Finish and Merge ................................................................................................................ 31

Section 10 – Troubleshooting Mail Merge Issues ................................................................................. 33



Section 1 – Overview of the Mail Merge Feature The information in this section will explain the main components required to perform a mail merge in MS Word 2013. Every mail merge project has two main components: • Main document – This is usually a form letter, mailing labels, or envelopes. It can also be an

electronic form and a directory. All main documents are created in MS Word 2013.

• Data Source – This is a file that contains the data that will merge into the main document. The most common file type for a data source is an Excel file. Data sources can also come from a Word table, Access database tables, or other databases.

• All mail merge functions are found on the Mailings ribbon.

Before you begin, open the Excel file and enter meaningful column headings in row 1. For example, if the student name appears in column A, enter Student Name in row 1 for the column heading.

Main Document

Mailings Ribbon

Letter, labels, envelopes, or directory

Data Source

Usually an Excel file



Section 2 – Merging into a Certificate

Preparing the Certificate 1. Create or open Main Document (e.g., Certificate Template).

2. Click on the Mailings ribbon.

3. Click on the Start Mail Merge button. Select Letter.

4. Click on the Select Recipients button.

5. Select the Use existing list option from the drop-down list.

6. Navigate to the drive and folder where the data source is stored (e.g., Excel file).

7. Select the data source file name and then click the Open button.

8. At the Select Table dialog box, Make sure the sheet with your data is selected. Your data source should have column headings, make sure “First row of data contains column headers” is checked, and then click on the OK button. Your Mailings buttons are now active.

9. Place the cursor insertion point (mouse) in your document where you want the merge fields to appear, click the Insert Merge Field button, select the field you want inserted where the insertion point is currently sitting.

10. Repeat Step 9 until all merge fields are completed.

11. Type in any field that will remain the same for each certificate, e.g., School, Principal, Day, Year.

Mailings Ribbon

Data Source Main Document

Have an Excel file ready Use a Certificate template from online or Word



Checking the template for errors 1. Click on the Preview Results button. The data from the first row of the Excel file replaces the merge fields.

2. Click the Next Record/Prev Record buttons to view additional rows of data to make sure you have set everything up correctly.

3. Click on the Preview Results button again so that the merge fields appear again.

Completing the merge

1. Click on the Finish and Merge button.

2. Select the Edit individual documents options on the drop-down list.

3. Click the All option and then click the OK button. Your merged certificates will now appear with the same number of pages as you have students in the Excel list.

4. Save the batch of merged certificates. If you need to reprint one letter from the batch, you can open this file, navigate to the one letter, and then print using the Current Page print option.

Tips, Tricks, and Shortcuts • If you link to the incorrect data source, go back to the Start Mail Merge and select Normal Word

Document.

• Do not rename the mail merge template file or Excel file.

• Do not move the Excel file from its original location. If you do (or if someone else does), you will get a lot of error messages when you open the Word main document. Click through all the error messages and reconnect the Data Source (Excel) using the Select Recipients button.

• Do not rename the column headings within the Excel file. Once the Excel file is connected to the main document, it only knows the column headings that were present when you connected it to the main document.

• Use the Edit Recipient list button to deselect recipients that you do not want to receive the letter.



Section 3 – Merging into a Form Letter Use the steps in this section to create a form letter in Word and insert merge fields so that information from the data source merges into the letter correctly.

Before you begin, open the Excel file and enter meaningful column headings in row 1. For example, if the parent/guardian name appears in column A, enter Parent/Guardian in row 1 for the column heading.

Step-by-Step Setting up the form letter (Main Document) 1. Create the form letter with the appropriate date, heading, greeting, content and salutation.



Connect the form letter to Excel file (Data Source) The steps that follow will show you how to connect the data source (Excel file) to the main document (e.g., Word form letter). Step-by-Step 1. Select the Mailings tab. The Mailings ribbon appears.

2. Click the Start Mail Merge button and then select Letters

3. Click on the Select Recipients button and select Use existing list. 4. At the Select Data Source dialog box, navigate to the folder that contains your Excel file, select

the file, and then click the Open button.

5. At the Select Table dialog box, select the sheet tab name that contains your data (e.g., Sheet1 or

actual name on sheet tab) and then click the OK button. The Excel file is now connected to your form letter template and the buttons on the Mailings ribbon are now active (no longer grayed out).

Folder path to Excel file

Excel file



Insert merge fields into the form letter (Main Document) This section will instruct you how to insert merge fields at the location within the main document where you want information from the data source (Excel file) to appear when you finish the merge. Step-by-Step 1. Make sure you have connected the data source to the main document. Refer to the Connect the

form letter to the Excel file section on the previous page.

If the buttons on the Mailings ribbon are grayed out, you have not connected the main document with the data source.

2. Position the insertion point in the letter where you want data from the Excel file to

appear, and then click on the Insert Merge Field button (Mailings ribbon). 3. Select the appropriate field name from the list (e.g., Name). If necessary, insert the

spacebar and commas between fields, and enter key at the end of fields so that the fields are placed properly.

4. Repeat Step 2 and 3 until all the merge fields are placed in the letter correctly.

If extra space appears in between the lines of your merge codes, select the area in question and click the Paragraph launcher (Home tab). Then set the Spacing: Before/After to 0 and Line Spacing to 1).



1. Click on the Preview Results button (Mailings ribbon) to hide the merge codes and analyze the data that is coming in from the Excel file. Click the Next/Prev record buttons to view additional names. If it looks good, click the Preview Results button again so that the merge codes reappear. Click on the Preview Results button again to redisplay the merge codes.

5. Save form letter so that the codes and the connection to the Excel file is not lost. 6. Refer to the Section 8 - Finish and Merge and Section 9 - Troubleshooting mail merge issues in

this manual to complete the merge and fix problems if they arise.



Section 4 – Merging into an Email Message This section will instruct you how to insert merge fields at the location within the main document (e.g., email message) where you want information from the data source (Excel file) to appear when you finish the merge. Step-by-Step Setting up the email message (Main Document) 1. Start with a blank new Word screen. 2. Type the message you want to send via email. 3. Click on the Mailings tab. The Mailings ribbon appears. 4. Click on the Start Mail Merge button and select Email Messages from the drop-down list.



Connect the email message to your Outlook Contacts (Data Source) The steps that follow will show you how to connect the data source (Outlook Contacts) to the main document (e.g., Outlook email message). Step-by-Step 1. Click on the Select Recipients button on the Mailing ribbon and select Choose from Outlook

Contacts from the drop-down list.

2. At the Select Contacts dialog box, select

Contacts and then click the OK button. You may have to experiment a bit if you have more than one list, however if you look at the Count column, you will see how many contacts are in each list. Do not select a list that has a count of zero.

3. From the Mail Merge Recipients dialog box,

place a check next to each contact that you want to receive your email message. To remove a check mark, click the checkmark that you want to remove. To add a checkmark, click a blank check box next to a name. To remove or add ALL checkmarks, click the checkmark or blank check box next to the Last column heading. To find specific contacts, click on the Find recipient link and enter a partial name. You may click the individual column headings to sort the list

4. Click the OK button when done.

Within this dialog box, you can click on the Sort or Filter link to change the order or hide names that you do not want to merge to.



Insert merge fields into the email text (Main Document) If you want to personalize the mass email, insert merge fields within the email text. This step is optional. Step-by-Step 1. Make sure you have connected the data source to the main document. Refer to the Connect the



2. Position the insertion point within the email text where you want data from the Excel

file to appear, and then click on the Insert Merge Field button (Mailings ribbon). 3. Select the appropriate field name from the list (e.g., Name). If necessary, insert the

spacebar and commas between fields, and enter key at the end of fields so that the fields are placed properly.

4. Repeat Step 2 and 3 until all the merge fields are placed in the email text correctly.

2. Click on the Preview Results button (Mailings ribbon) to hide the merge codes and analyze the

data that is coming in from the Excel file. Click the Next/Prev record buttons to view additional names. If it looks good, click the Preview Results button again so that the merge codes reappear. Click on the Preview Results button again to redisplay the merge codes.



5. Save form letter so that the codes and the connection to the Excel file is not lost. 6. Click the Finish & Merge button (Mailings tab). Then click on Send Email Messages. 7. At the Merge to E-mail dialog box, verify that Email_Address appears in the To: field. 8. At the Merge to E-mail dialog box, enter the subject of the email in the Subject line: field. 9. Click the OK button to

10. Refer to the Section 8 - Finish and Merge and Section 9 - Troubleshooting mail merge issues in


The data source must have an email address in one of the fields for Email_Address to appear in the To: field. If there is no email address in the data source, the merge will not work.



Section 5 – Merging into Business Envelopes Use the steps in this section to create a business envelope in Word and insert merge fields so that information from the data source merges into the business envelope correctly.


Step-by-Step Setting up the business envelope (Main Document) 1. Start with a blank new Word screen. 2. Click on the Mailings tab. The Mailings ribbon appears. 3. Click on the Start Mail Merge button and then select Envelopes. The Envelope Options dialog

box opens.

4. In the Envelope size field, verify that Size 10 appears. If you want to merge into a different size

envelope, select the correct size here. 5. Click the OK button. The screen changes to show an example of an envelope.



Connect the envelope to Excel file (Data Source) The steps that follow will show you how to connect the data source (Excel file) to the main document (e.g., Word business envelope). Step-by-Step 1. Select the Mailings tab. The Mailings ribbon appears.

2. Click on the Select Recipients button and select Use existing list. 3. At the Select Data Source dialog box, navigate to the folder that contains your Excel file, select



actual name on sheet tab) and then click the OK button. The Excel file is now connected to your business envelope template and the buttons on the Mailings ribbon are now active (brightly colored).

5. Save envelope so that the codes and the connection to the Excel file is not lost.


Excel file



Insert merge fields into the envelope (Main Document) This section will instruct you how to insert merge fields at the location within the main document where you want information from the data source (Excel file) to appear when you finish the merge. Step-by-Step 1. Make sure you have connected the data source to the main document. Refer to the Connect the



2. Position the insertion point in the envelope where you want data from the Excel file

to appear, and then click on the Insert Merge Field button (Mailings ribbon). 3. Select the appropriate field name from the list (e.g., Stu_Fname). If necessary, insert

the spacebar and commas between fields, and enter key at the end of fields so that the fields are placed properly.

4. Repeat Step 2 and 3 until all the merge fields are placed in the envelope correctly.



3. Click on the Preview Results button (Mailings ribbon) to hide the merge codes and analyze the data that is coming in from the Excel file. Click the Next/Prev record buttons to view additional names. If it looks good, click the Preview Results button again so that the merge codes reappear. Click on the Preview Results button again to redisplay the merge codes.





Section 6 – Merging into Mailing Labels This section will instruct you how to insert merge fields in the first label within the main document where you want information from the data source (Excel file) to appear when you finish the merge and how to copy the codes to the remaining labels on the page.


Step-by-Step Setting up the mailing labels (Main Document) 1. Start Microsoft Word 2013. 2. Select the Mailings tab. The Mailings ribbon appears.

3. Click the Start Mail Merge button and then select Labels… The Label Options dialog box

appears.

4. In the Product number area, select 5160 Easy Peel Address Labels (or product number displayed on your box of labels) and then click the OK button.

If 5160 Easy Peel Address Labels does not appear on the list, make sure Avery US Letter appears in the Label Vendors field.

If the label gridlines are missing, click on the Layout tab (under the Table Tools ribbon) and then select View Gridlines (left side of ribbon).



Connect the mailing labels to Excel file (Data Source) The steps that follow will show you how to connect the data source (Excel file) to the main document (e.g., Word mailing labels).

Step-by-Step

1. Click on the Select Recipients button (Mailings tab) and select Use existing list. 1. At the Select Data Source dialog box, navigate to the folder that contains your Excel file, select



custom label on sheet tab) and then click the OK button. The Excel file is now connected to your business envelope template and the buttons on the Mailings ribbon are now active (brightly colored).

3. Save label so that the codes and the connection to the Excel file is not lost.

The screen will look like the example below after you have completed these steps.


Excel file



Insert merge fields into the labels (Main Document) This section will instruct you how to insert merge fields at the location within the main document (e.g., Word mailing labels) where you want information from the data source (Excel file) to appear when you finish the merge. Step-by-Step 1. If necessary, type: To the Parent/Guardian of: and then press the [Enter] key. This will advance

your insertion point to the next line.

2. Position the insertion point within the first label where you want data from the Excel file to appear and then click on the Insert Merge Field button (Mailings ribbon). A list of available fields from within the Excel file appears.

3. Select the appropriate field name from the list (e.g., Stu_Fname). If necessary, insert the spacebar and commas between fields, and enter key at the end of fields so that the fields are placed properly.

4. Repeat Steps 2 and 3 in the first label until all the merge fields are placed in the label correctly. Your labels will look like the example below.



5. Select the first label and give the following commands (this will increase the available space on the label to allow for more data): Select the Paragraph Settings launcher (Home tab) Indents and Spacing tab, Spacing > Before, 0 pts. Select the first column Drag the left indent marker to the right just a bit Click on the first line of the same label Select the Paragraph Settings launcher again Indents and Spacing tab, Spacing > Before, 6 pts.

6. Click on the Update Labels button (Mailings ribbon) and the remaining labels fill with the text and codes you entered on the first label.

4. Click on the Preview Results button (Mailings ribbon) to hide the merge codes and analyze the data that is coming in from the Excel file. If it looks good, click the Preview Results button again so that the merge codes reappear. Click on the Preview Results button again to redisplay the merge codes.

7. Save the mailing labels so that the codes and the connection to the Excel file is not lost. 8. Refer to the Section 8 - Finish and Merge and Section 9 - Troubleshooting mail merge issues in




Section 7 – Merging into an Electronic Form This section will instruct you how to insert merge fields in the first label within the main document (e.g., Word electronic form) where you want information from the data source (Excel file) to appear when you finish the merge.


Step-by-Step Setting up the electronic form (Main Document) 1. Start Microsoft Word 2013. 2. Create the electronic form using the MS Word 2013 Table feature. It is important to use the

Table feature so that the lines do not move when the data from the Excel file slides into place.

3. Save the electronic form (e.g., European Vac Form (Main Doc)). 4. Select the Mailings tab. The Mailings ribbon appears.

5. Click the Start Mail Merge button and then select Letters… Connect the electronic form to Excel file (Data Source)



The steps that follow will show you how to connect the data source (Excel file) to the main document (e.g., Word electronic form).

Step-by-Step 1. Click on the Select Recipients button and select Use existing list. This step will connect the Excel

file with the electronic form file. 2. At the Select Data Source dialog box, navigate to the folder that contains your Excel file, select


3. At the Select Table dialog box, select the sheet tab name that contains your data (e.g., Sheet1 of actual text on sheet tab) and then click the OK button. The Excel file is now connected to your electronic form and all the button on the Mailings ribbon are now active (brightly colored).


Excel File



Insert merge fields into electronic form (Main Document) This section will instruct you how to insert merge fields at the location within the main document (e.g., Word electronic form) where you want information from the data source (Excel file) to appear when you finish the merge. Step-by-Step

1. Make sure you have connected the data source to the main document. Refer to the Connect the form letter to the Excel file section on the previous page.


2. Position the insertion point in the form where you want data from the Excel file to appear and then click on the Insert Merge Field button (Mailings ribbon).


4. Repeat Steps 2 and 3 until all the merge fields are placed in the form correctly. Your electronic form will look like the example on the next page when all the merge fields are placed correctly.

5. Save the electronic form so that the connection to the Excel file and merge fields are not lost.



5. Click on the Preview Results button (Mailings ribbon) to hide the merge fields and analyze the data that is coming in from the Excel file. If it looks good, click the Preview Results button again so that the merge codes reappear.

Click the Next/Prev record buttons to view additional names. If it looks good, click the Preview Results button again so that the merge codes reappear. Click on the Preview Results button again to redisplay the merge codes.

6. Save the electronic form so that the codes and the connection to the Excel file is not lost. 7. Refer to the Section 8 - Finish and Merge and Section 9 - Troubleshooting mail merge issues in




Section 8 – Merging into a Directory This section will instruct you how to insert merge fields in the first label within the main document (e.g., Word directory) where you want information from the data source (Excel file) to appear when you finish the merge.


Step-by-Step Setting up the directory (Main Document) 1. Start Microsoft Word 2013. 2. Create the title shown below within the Header so that it does not repeat when you perform

the merge. Click the Insert tab, click on the Header button (Insert ribbon), then click on the Blank style (top of list presented).

When entering the column headings, never use the space bar to set ID, Sex, and Grade headings. Instead set left-aligned tab stops where you want the column headings to appear. This will ensure that the data merging in below the column headings will line up perfectly.

3. Click on the Close Header and Footer button.



Connect the Excel file (Data Source) The steps that follow will show you how to connect the data source (Excel file) to the main document (e.g., Word directory).

Step-by-Step 1. Select the Mailings tab. The Mailings ribbon appears.

2. Click the Start Mail Merge button and then select Directory. 3. Click on the Select Recipients button and select Use existing list. This step will connect the Excel

file with the electronic form file. 4. At the Select Data Source dialog box, navigate to folder that contains your Excel file, select the

file, and then click the Open button.

5. At the Select Table dialog box, select the sheet tab name that contains your data (e.g., Sheet1 or actual name on sheet tab) and then click the OK button. The Excel file is now connected to your electronic form and all the button on the Mailings ribbon are now active (brightly colored).


Excel File



Insert merge fields into directory (Main Document) This section will instruct you how to insert merge fields at the location within the main document (e.g., Word directory) where you want information from the data source (Excel file) to appear when you finish the merge. Step-by-Step

1. Make sure you have connected the data source to the main document. Refer to the Connect the form letter to the Excel file section on the previous page.


2. Position the insertion point in the form where you want data from the Excel file to appear and then

click on the Insert Merge Field button (Mailings ribbon).


Make sure you press the [Tab] key between the codes and press the [Enter] key at the end of the line so that the insertion point advances to the next line.

4. Repeat Steps 2 and 3 until all the merge fields are placed in the form correctly. Your electronic form will look like the example below when all the merge fields are placed correctly.

5. At the end of the row (after <<Grade>>), click on the Rules button and select <<Next Record>>. And press the [Enter] key.

Press the [Tab] key at these arrows.



If you would like to have a blank line in between the entries in your directory, press the Enter key and then give the Rules > Next Record command. This will place the <<Next Record>> code on the line below <<Stu_LName>>.

6. Click on the Preview Results button (Mailings ribbon) to hide the merge codes and analyze the data that is coming in from the Excel file.

You will only see one record displayed in this view. When you complete Section 8 – Finish & Merge on the next page, all the data will appear below the headings.

Click on the Preview Results button again to redisplay the merge codes.





Section 9 – Finish and Merge Finish the merge Now that your Word document (e.g., Word form letter, mailing labels, etc.) has been setup to accept the data in the Excel file, it is now time to merge the two together and save and/or print the individual files. Step-by-Step 1. If necessary, click on the Edit Recipient List button (Mailings tab) and sort/filter the data so that

it merges into your main document the way you want.

To select recipients to receive the letter/mailing labels/etc., make sure there is a check mark to the left of their name. To deselect recipients so they do not received a letter/mailing labels/etc., remove the check mark to the left of their name. Click the OK button after setting sort/filter options in the Mail Merge R3ecipients dialog box.

2. Click on the Finish and Merge button (Mailing ribbon) and then click select Edit individual documents option.

Within this dialog box, you can click on one of these links to sort, filter, find, and validate the data within the recipient list.



3. At the Merge to New Document dialog box, verify that All is the selected option and then click the OK button. Your merged data now appears in a new Word window.

4. To print the merged data, give the File > Print command. -or- To save the merged data (in case you need to reprint one or more of them), give the File > Save As command.

5. Close the window that contains the merged data. 6. Close the window that contains the main document (with merge fields) and save if prompted.



Section 10 – Troubleshooting Mail Merge Issues The information in this section will help you troubleshoot merge issues should they occur. Troubleshooting: • If you see an error that repeats on every letter, correct the error in the Word (main document).

• If you see an error on only some of the letters, correct the error within the Excel (data source).

Tips, Tricks, and Shortcuts • Do not rename the mail merge template file or Excel file.

• Do not move the Excel file from its original location. If you do (or if someone else does), you will get a lot of error messages when you open the Word main document. To fix, click through all the error messages and reconnect the Data Source (Excel) using the Select Recipients button.

• Do not rename the column headings within the Excel file. Once the Excel file is connected to the main document, it only knows the column headings that were present when you connected it to the main document.

• Use the Edit Recipient list button to deselect recipients that you do not want to receive the letter.

Test printing the labels Step-by-Step 1. Give the print command selecting the Current Page option. Do not insert the labels yet! 2. Place the test sheet of labels on top of a sheet of labels and hold it up in front of a bright light. 3. Analyze the boundaries of each label and make sure the text on each label doesn’t appear off the

label.

Mailings Ribbon



4. If text looks like it will print outside the label edges, close the merged labels and do not save. Then use one or more of the following format options to adjust your labels before you merge them again:

Paragraph spacing (Home tab) If the text needs to be pushed down a little from the top edge of the label, position the insertion point on the top line of the label and click the Paragraph arrow to open the dialog box.

5. In the Spacing area, Before field, select or enter 6 pt (1/2 line). Make sure the Don’t add space

between paragraphs option is unchecked.

6. Click OK to close the dialog box. 7. Click on the Update Labels button (Mailings tab) to repeat the formatting fix you just completed

on the first label.



Left Margin If it looks like the text is too close to the left margin, select the first column and then drag the left margin marker on the ruler bar. The symbols on the ruler bar are very small so make sure you drag the square box (below the two triangles) to move the entire left margin. Repeat this command for column B and C.

8. Save the changes you just made. 9. After you have adjusted the margins on your labels, give the Finish and Merge command again

(Page 5 Merging the Excel data into the mailing labels).

Documents

MS Word 2013 - sbcusd.k12.ca.us · MS Word 2013. Every mail merge project has two main components: • Main document – This is usually a form letter, mailing labels, or envelopes