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Word: Mail Merge

MAIL MERGE

The Mail merge process allows you to merge a list of data records with a letter, an e-mail message, address labels, envelopes, or directories. you can create your own data records directly in Word, or you can use records from Microsoft Excel, Access, or Outlook.

The mail merge process contains these main components:

  1. The Main Document
  2. The Data Source containing recipient information
  3. The Final Merge document

To begin the mail merge process in Word 2010 you may manually work your way through the process or you can use the Wizard until you become familiar with the steps. Finding the Wizard is a little harder than before. Go to the Mailing Tab > Start Mail Merge and use the drop down to find the Wizard. It is at the bottom of the dropdown.

The Mail Merge Wizard will open on the right side of your window.

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STEP 1: SELECT THE DOCUMENT TYPE

You can create the following types of merged documents:

  • Letter
  • This feature will send the same letter to a group of people. You can personalize each letter if necessary.
  • E-mail message
  • This feature will send the same e-mail message to a group of people. You can also personalize these messages.
  • Envelopes
  • This feature prints addressed envelopes for a group mailing
  • Labels
  • This feature prints address labels for a group mailing.
  • Directory
  • This feature prints a single document containing a catalog or printed list of addresses

Select Letters to create a basic letter mail merge. Click the Next: Starting Document link at the bottom of the task pane that opens and appears on the right.

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STEP 2: SELECT STARTING DOCUMENT

Specify how you want to set up the letters. You have the following options when creating your merged letter.

Use the current document

If you select this option, your letter will be based on the document currently open. (If a blank document is open, you can created the body of the letter at a later point.)

Start from a template

If you select this option, click on the Select Template link within the task pane to open the template dialog box and select the template you wish to use for your letter.

Start from existing document

If you select this option, click the Open button within the task pane to browse and locate the document you wish to use as your main document.

After specifying the document you wish to use, click the Next: Select recipient's link at the bottom of the task pane.

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STEP 3: SELECT RECIPIENTS

Within this window, you will specify the source of your recipient list. You can use an existing list in Word, Excel, Access, your outlook contacts, or you can type a new list. Prepare your existing list. The existing list should have headings and the headings should be the same as Microsoft Mailings Recipient List expects. If you have a heading that is not found in the template, do not replace heading labels; instead add a new column heading. The recipient list does not have to be the exact same, but you will be happy that you made the modifications as you progress through the steps.

Use an existing list

If you select this option, click the Browse link to locate your existing data source containing your recipient information.

If you are using an Excel File, locate the file and select Open.

  1. The "Select Table" dialog box will be displayed

Select the sheet containing your data and specify whether the first row of data contains column headers by placing a check mark in the box "First row of data contains column headers. "Click OK.

The "Mail Recipients" dialog box will be displayed

This is the view that allows you to modify the data, correct a misspelling or address.

Click inside the record you wish to edit and click the Edit button within the dialog box.

After you select Edit the Edit Data Source dialog box will open.

Make sure changes to the record or add a New Entry and click OK.

To sort the list:

  1. Click the column heading of the field you wish to sort by. The first click will sort the field in ascending order. The second click will sort the field in descending order.
  2. To create a multiple sort on several fields, click the drop-down arrow beside the first field you wish to sort by and select advanced.
  3. Click the Sort Records tab.

      4. Specify the first field you wish to sort by and whether it should be in ascending or descending order. Then select the second and their fields you wish to sort by.

     5. Click OK to sort the list.

To filter the list:

  1. Click the drop-down arrow beside any of the fields within the "Mail Merge Recipients: dialog box and select Advanced.
  2. Select the Filter Records tab.

     3. In the Field text box, click the drop-down arrow to display all available fields and select the field that you wish to filter by. (For example, if you want to send letters only to the people in the Tennessee's, select the state field.)

     4. Click OK to apply the filter.

The task pane will then specify the name of the file you selected as your data source, as well as the sheet name.

To choose a different list, click the link Select a different list.

If you need to go back to edit a recipient's information you can return to the filter and sort options by selecting Edit recipient list link.

Click on Next: Write your letter within the task pane and proceed to Step 4.

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STEP 4: WRITE YOUR LETTER

Within the document, begin to compose your letter. To add a field from your data source, click a location in your document where you want to input the information and then click one of the following items within the task pane:

Address block. Click this link to insert fields for the name and address block. Within the Address Block dialog box, specify the format for inserting the recipient's name, specify if you want the company name to appear and how the postal address should appear.

Greeting line. Click this link to insert your greeting line. Within the Greeting Line dialog box, specify how the salutation and punctuation should appear.

More Items. Click on More Items to display the fields listed within your custom database. If you added columns, you will find the heading here and be able to add a field anywhere in your document. Also, use this option if you do not want to use Microsoft's standard Address block, Greeting Line, etc. place the cursor in the location you want to insert the data. Select the field you wish to insert and click the insert button.

 

Electronic postage: You need to install electronic postage software before you can use this feature.

If you selected the Address Block, Greeting Line or More Items option, you will need to "match" the fields in order for the mail merge to work correctly. In other words, you field names must match Microsoft's field names. To verify this;

  1. Click the Match Fields button within the dialog box of the Address Block, Greeting Line or More Items Options.
  2. For each field listed on the left-side of the "Match Fields" dialog box, made certain that the appropriate field from your database is displayed to the right.

 

 

     3. If your database field is not displayed to the right, click the drop-down arrow beside the field names and select the appropriate field. (this is the stage of the process that you take a moment to be thankful that you prepared the existing recipient list to match the column heading labels in the template.)

     4. Click OK.

Upon insertion, the fields will be placed inside brackets to easily identify them as fields.

Click Next: Preview your letters on the task pane to preview the letter and continue to Step 5.

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STEP 5: PREVIEWING YOUR LETTER

The first merged letter will be displayed on your screen. click the Show Next button in the task pane to view subsequent letters. Click the Show Previous button to view previous letters.

To make changes to your recipient list, click the Edit recipient list link. The "Mail Merge recipient" window will open in which you can sort or filter the data following the instructions in the window. Click OK.

To exclude a recipient from receiving a letter, click the Exclude this recipient button from the task pane.

Click Next: Complete the merge go to Step 6.

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STEP 6: COMPLETE THE MERGE

To print the letters without customizing any individual letters, click the Print link within the task pane. The "Merge To Printer" dialog box will appear. Specify if you wish to print all letters, just the current letter or specific letter. For example, you could specify to print records From 3 to 6.

To customize an individual letter, click the Edit individual letters link. Again, you must specify if you wish to merge all records, just the current record or specific records. This will open a new document housing all your merged letters. Each letter is on a separate page. Navigate through the document and begin making modifications to the individual letters.

You can print the letters from this window.

ENVELOPES

Before creating your envelope mail merge, you may want to first set the default return address settings on your PC so that all envelopes will automatically display a return address. To display a return address on all envelopes:

  • Access the Mail Merge Helper by going into the Mailings Tab.
  • Select the Mail Merge Wizard found as a drop down option under Start Mail Merge.
  • In Step 1, select the Envelopes option.

  • Click Next: Starting document.
  • In Step 2, select Change the document layout.
  • Click on the link to envelop Options and specify the size of envelope you will be using, the font of the delivery and return address and the distance they will appear from the left and top of the envelope.

  • Click on OK when you have specified the options. (Your document should change into the shape of an envelope.)
  • Click on Next: Select recipients. Follow the instructions printed earlier in the handout for Step 3 to use an existing list, select Outlook contacts or type a new list.

  • Click Next: Arrange your envelope

To Place the address in the center of the envelope, click anywhere in the center of the envelope. A box or place holder will appear in the center of the envelope. Click inside the box and then click on Address block from the task pane. Specify the Address elements within the "insert Address Book" window.

Before clicking on "OK', you will need to "match" the fields so that the mail merge to work correctly. In other words, your field names must match Microsoft's field names. To verify this:

  • Click the Match Fields button within the dialog box of the Address Block, Greeting Line or More Items Options.
  • For each field listed on the left-side of the "Match Fields" dialog box, made certain that the appropriate field from your database is displayed to the right.
  • If you database field is not displayed to the right, click the drop-down arrow beside the field names and select the appropriate field.
  • Click OK.
  • Click on Next: Preview your envelopes. With the preview window, you can make modifications in the same way described earlier in the hand out with Step 5.
  • Click on Next: Complete the merge.
  • Select Print or Edit individual envelopes as described earlier in the handout for Step 6.

To create mailing labels, you will again follow many of the options as initially described in this handout for generating a basic letter.

  • Access the mail Merge Helper by going into the Mailings Tab.
  • Select the Mail Merge Wizard found under the drop-down.
  • In step 1, select the Labels option.

  • Click the link to Next: Starting document within the task pane.
  • Select Change document layout from the task pane.
  • Click the link to Label Options to specify the label size.k

In " Label Options' Dialog box, specify all options related to the label. To create your own Custom label, click on the New label button. To customize an existing label, click the Details. buttons.

  • Click OK. Blank labels will appear outlined on the page.
  • Click on Next: Select recipients. Follow the instructions listed previously in the handout for Step 3.
  • Click Next: Arrange your labels.
  • Select the first labels in the document and click Address Block within the task pane to insert the mailing address in the labels. To insert other fields, follow the steps outlined earlier in the handout for Step 4.

  • To copy the layout of the first label to all other labels on the page, click the Update all labels button on the task pane.
  • Click Next: Preview your labels. You can make modifications in the window in the same way described in the handout for Step 5.
  • Click next: complete the merge.
  • Select Print or Edit individual labels as described earlier in the handout for Step 6.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

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