Merging Documents in Word
Mail Merge
Main Document Types
Document Type
How it is Typically Used in a Mail Merge
Letters To send letters to a group after personalizing each letter
E-Mails To send e-mail messages to a group of people after personalizing each message.
Envelopes To print an address on an envelope for each person in the group.
Labels To print address labels for each person in the group, which can then be attached to an envelope for mailing or to create file labels
Directory To create a single document that contains a list of addresses
Selecting or Creating Recipients
• Data Source– A listing of information
• Field– A single piece of data used in a source document,
such as last name• Record
– A group of related fields• Header row
– The first row in a data source
Steps in Merging Documents in Word using Access
Updating the Access table…
Adjusting the Date in Access
Select the field (Appt_time) to be changed under design view in the Patients table.
Next…
Change the Format of the Time field in the Patients Table (you must be out of Word’s template to do this) to Medium Time. Then click on the close tables X on the right side.
Save the Changes
Now Open the Word Template
This is how yourTemplate shouldlook after makingthe necessary changes, but before insertingthe Merge Fields for the Inside address.
Merge Process
• First select Start Mail Merge– Select the type of document you are
going to create Ex. Letters• Then, Select Recipients
– Use the Browse to select the source
Selecting the Table
• Once the list has been selected (Patients from Access in this case), select the Table you want to use.
Mail Merge Recipients
Filter Records
• Under the Filter Records select Monday appointments from Appt_day
Sort the Records
• Select Appt_date and the Appt_time and Ascending Sorting for both
Next, the Insert Merge Fields
This is what your Inside Address should look like after inserting the fields from the Insert Merge Field option under the Write and Merge Fields Group.
Next, the Paragraph Content
Step 1: Insert the Appt_day field from Insert Merge Fields
Step 1: Insert the Appt_date field from Insert Merge Fields
Step 1: Insert the Appt_time field from Insert Merge Fields
Next…fix the top date
Step 1: Select the 3 dots on the left of the date—that selects the date code.Step 2: Go to Insert/Date and Time and select the proper date format (see below)Step 3: Select Update automatically. Then click on OK.
Next, the Merged Document
After the Merge…
Notice the Date Format
Finally… You’re Done!
Finally…
Use the Print options to only print the first three documents.
Remember: you have to specify the page number followed by the section number
(Ex. p1s1-p1s3)
The 1 page (plus your cover sheet, of course) is the only page you will need to print; however all files should be saved to your storage device. Do not print all of the letters--just the first four. To print without extra blank pages in-between your letters, in the Header and Footer Tab, Deselect the Different Odd & Even Pages. Then your pages will not print with the extra blank pages in-between your letters. (Note: This is a new default with Office 2010—see next slide for picture capture)
Header/Footer Pit