Module 13 Mail Merge

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MODULE

Learning Outcomes

Mail Merge13

• Merge form letters.• Merge envelopes and labels.• Edit the data source.• Sort and filter records.


• Mail merge is creating a new (merged) document by combining two other documents—the main document and the data source.

• The main document contains the text and graphics that remain the same for each version of the merged document.

• Within the main document, merge fields are inserted as placeholders for variable information from the data source.

• The data source is a file that contains the names, addresses, and other variables to be merged with the main document.

Mail Merge Lesson 76


Mail Merge (cont.) Lesson 76

Data source

Main document containing merge fields

The data source is merged with the main document to produce

the final document


1. In a new document, follow the path to display mail merge options.

2. Click Step-by-Step Mail Merge Wizard.

Mailings/Start Mail Merge/Start Mail MergeTo start the Mail Merge Wizard:

Mail Merge Wizard

Step-by-Step Mail Merge Wizard

Lesson 76


1. Choose Letters (or the type of document you will use for the main document).

2. Click Next: Starting document to go to step 2 of the Wizard.

Mail Merge Wizard (cont.)Step 1: Select document type

Letters

Lesson 76


1. Click Use the current document to create a new form letter in the active window.

2. Click Next: Select recipients.

Mail Merge Wizard (cont.)Step 2: Select starting document

Lesson 76

Select the starting document


1. Click Type a new list.2. Under Type a new list, click Create

to display the New Address List dialog box.

3. Click Customize Columns to edit the default field names.

Mail Merge Wizard (cont.)Step 3: Select recipients

Type a new list

Create

Customize Columns

Lesson 76


1. In the Customize Address List dialog box:a. Select a field and click Delete to delete a

field name.b. Click Add and key a new field name to

add a field.c. Use Move Up or Move Down to position

fields.

Mail Merge Wizard (cont.)Step 3: Select recipients (cont.)

Lesson 76


1. Key the variables for the first record in the New Address List dialog box.

2. Click New Entry to begin a new record. Click OK when finished.

3. The Save Address List dialog box displays. a. Navigate to the location for saving the file.b. Enter a filename in the File name box and

click Save.


Lesson 76

New Entry


1. The Mail Merge Recipients dialog box now displays and shows the variables in table format. Click OK.

2. Click Next: Write your letter from the Mail Merge task pane.


Lesson 76


1. Begin keying the main document at about 2". Insert the current date. Tap ENTER two times.

2. In the Mail Merge task pane, click More items.

3. Select Title, click Insert, and then click Close. Tap Space Bar.

4. Repeat until all fields in the letter address are inserted.

Mail Merge Wizard (cont.)Step 4: Write your letter

Lesson 76

More items


• Press SHIFT + ENTER to remove extra spacing between lines of the letter address.

Mail Merge Wizard (cont.)Step 4: Write your letter (cont.)

Lesson 76


1. From the Mail Merge task pane, click Greeting Line.

2. Click the down arrow to the right of the comma and select none. Click OK.

3. Continue keying the letter, inserting additional merge fields as necessary.


Lesson 76


1. Insert other merge fields:a. Click More items from the Mail Merge task pane. b. Select the desired field, click Insert, and then click Close.

2. Continue keying the letter, inserting additional merge fields as necessary.3. Click Next: Preview your letters.


Lesson 76

When necessary, tap the Space Bar to insert a blank space between fields. Insert punctuation as needed.


1. Click the navigation buttons to preview and proofread each letter.

2. Click Edit recipient list if necessary to edit a letter.

3. Click Next: Complete the merge.

Mail Merge Wizard (cont.)Step 5: Preview your letters

Lesson 76

Navigation buttons

Edit recipient list


1. Click Edit individual letters. 2. Click All; then OK. 3. The merged letters will appear on the

screen; save the letters and close.

Mail Merge Wizard (cont.)Step 6: Complete the merge

Lesson 76

Edit individual letters


• When it is necessary to edit the main document:• Follow the path and click Step-by-Step Mail Merge Wizard.• Click the Next or Previous buttons until you locate the desired step to be edited.• Make the desired changes or continue creating the main document.

• When you open the main document, you will be prompted that data from the data source will be placed in the document.• Click Yes to accept the data from the data source attached to the document.• Click No to use a different data source and then navigate to the source.

Edit Mail Merge DocumentMailings/Start Mail Merge/Start Mail Merge

Lesson 76


• An alternate method for creating a mail merge document is to use commands on the Mailings tab.• Use the Address Block, Greeting Line, and Insert Merge Field buttons to create placeholders for merge

fields.• Use the Edit Recipient List button to edit the data source.• Use the Finish & Merge button to complete the merge.

Merge Commands on Mailings Tab Lesson 77

Address Block

Edit Recipient List

Greeting Line Finish & Merge

Insert Merge Field


1. Click Edit Recipient List to display the Mail Merge Recipients dialog box.

2. In the Data Source box, click the data source.

3. Click Edit to display the Edit Data Source dialog box.

Mailings/Start Mail Merge/Edit Recipient ListTo edit records:

Edit Data Source Lesson 77

Data source

Edit


1. Click in the desired entry; make the desired changes.

2. Click New Entry to add a new record or click Delete Entry to delete a record.

Edit Data Source (cont.)To edit records (cont.):

Lesson 77


1. In the Edit Data Source dialog box, click Customize Columns button.2. Edit as follows:

a. Add new field: Click the Add button; key the field name. Use the move buttons to position correctly. (Reminder: Update the main document as necessary.)

b. Delete field: Select the field to be deleted. Click the Delete button.c. Rename field: Select the field to be renamed. Click the Rename button. Key new name.

3. Save your main document to update your data source.

Mailings/Start Mail Merge/Edit Recipient ListTo edit fields:

Edit Data Source (cont.) Lesson 77


1. In the Mail Merge Recipients dialog box, click the column heading of the field to be sorted to display data in ascending order.

2. Click again to display in descending order.

Mailings/Start Mail Merge/Edit Recipient ListTo sort records by one field:

Sort Data Records Lesson 77

You may also click the drop-list arrow by each field and select Sort Ascending or Sort Descending.

Click column heading


1. In the Mail Merge Recipients dialog box, click Sort to display the Filter and Sort dialog box; select the Sort Records tab.

2. Click the Sort by drop-list arrow and select the first field to be sorted.

3. Click the Then by drop-list arrow and select the next sort field.

Mailings/Start Mail Merge/Edit Recipient ListTo sort records by multiple fields:

Sort Data Records (cont.) Lesson 77


1. In the Mail Merge Recipients dialog box, click Filter to display the Filter and Sort dialog box; select the Filter Records tab.

2. Choose the appropriate data field, click a comparison phrase, and key the text or data to use for the comparison.

Mailings/Start Mail Merge/Edit Recipient ListTo filter data records:

Filter Records Lesson 77

Data for comparison

Field

Comparison phrase


• Examine the Mail Merge Recipients dialog box to determine if you have filtered correctly. Click OK.

• Click the Clear All button in the Filter and Sort dialog box to remove filters before using the main document again.

Filter Records (cont.)To filter data records (cont.):

Lesson 78


1. Click Start Mail Merge and then click Step-by-Step Mail Merge Wizard.

2. Under Select document type, choose Envelopes. Click Next: Starting document.

Mailings/Start Mail Merge/Start Mail MergeTo create envelopes:

Merge Envelopes Lesson 78


1. Under Select starting document, click Change document layout.

2. Under Change document layout, click Envelope options to display the Envelope Options dialog box.

3. Click OK; then Next: Select recipients.

Merge Envelopes (cont.)To create envelopes (cont.):

Lesson 78


1. Under Select recipients, click Use an existing list and then click Browse. a. Select the appropriate file. The Mail Merge Recipients dialog box displays the records. b. Click OK.

2. Click Next: Arrange your envelope.


Lesson 78


1. Position the insertion point in the letter address area. Click Address block to insert as a merge field.

2. Click OK. Click Next: Preview your envelopes.


Lesson 78


1. Under Preview the envelopes, click the navigation buttons to preview and proofread the envelopes.

2. Click Edit recipient list to edit the data source.3. Click Next: Complete the merge.4. Click Edit individual envelopes. 5. Click All; then OK.


Lesson 78



2. Under Select document type, choose labels.

3. Click Next: Starting document.

Mailings/Start Mail Merge/Start Mail MergeTo create labels:

Merge Labels Lesson 78


1. Under Change document layout, click Label options. 2. Choose desired vendor and the label. 3. Click OK. 4. Click Next: Select recipients.

Merge Labels (cont.)To create labels (cont.):

Lesson 78


1. Under Select recipients, click Use an existing list. a. Under Use an existing list, click Browse. b. Select the appropriate file. The Mail Merge Recipients dialog box displays the records. c. Click OK.

2. Click Next: Arrange your labels.3. Under Arrange your labels, click Address block and click OK. Remove the extra spacing between

the address lines.4. Under Replicate labels, click Update all labels to replicate the AddressBlock merge field on each

label on the page. Click Next.


Lesson 78


1. Under Preview your labels, click the navigation buttons to preview and proofread the labels. Click Edit recipient list if changes are needed in the data source. Click Next.

2. Click Edit individual labels. 3. Click All; then OK.


Lesson 78


Mailings/Start Mail Merge/Start Mail MergeTo remove extra space in letter address:

Address Block as Merge Field Lesson 78

Remove extra space

Note: In earlier lessons, each field of the letter address was inserted one at the time and CTRL + SHIFT was entered after each

line to remove extra spacing.


2. Under Write your letter, remove the extra space in the letter address.a. Select the first two lines of the letter

address shown at right.b. Follow the path Home/Paragraph/Line and

Paragraph Spacing/Remove Space After Paragraph.


• You continue your work as an assistant to Patrick J. Hess, manager of Hess Office Park.• In this project, you use mail merge to create a form letter and envelopes to the short-term

renters of Hess Office Park.• Standard operating procedures for this project:• Use the Retrospect document theme for all documents.• Use block letter style with open punctuation and the Hess Office Park letterhead.• Use the Hess Office Park form for memos.• Add your reference initials and other notations as appropriate.• Use the List Table 4 – Accent 2 table style for all tables and center tables horizontally.

Hess Office Park Lesson 79

Education

Module 13 Mail Merge