Version 1.5 Updated April 24, 2008

Mail MergeHandbook

Mail Merge Handbook • Page 1

Content

Content .................................................................................................. 1

Part I: Background Information ..............................................2 About This Handbook .................................................................................. 3 Mail Merge Terminology ............................................................................... 4

Part II: Mail Merge Basics.........................................................5 Mail Merge Basics....................................................................................... 6 Format Main Mail Merge Document.................................................................. 7 Select/Deselect Mail Merge Recipients’ Fields ...................................................15 Filter the Data Source Fields ........................................................................16 Sort the Data Source Fields..........................................................................18

Part III: Merge Main Document with Excel File ...................20 Merge Main Document with an Excel File .........................................................21

Part IV: Mail Merge Labels ....................................................23 Mail Merge Labels .....................................................................................24

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Part I: Background Information

About This Handbook

This handbook was created by Angela Bolick as reference material for users who will view and print reports. It will be used during the Introductory Mail Merge class. The handbook is divided into four sections:

• Part I Mail Merge Terminology

• Part II Format Main Mail Merge Document

• Part III Merge with an Existing List

• Part IV Mail Merge Labels Names used in the documentation are fictitious.

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Mail Merge Terminology

Term Description Mail Merge A process that inserts variable information into a standardized document to produce a personalized

or customized document. Main Document The document containing the standardized text that will be printed on all documents.

Merge Field A placeholder in the main document that marks where and what will be inserted from the data source document.

Merge Block A set of merge fields stored as one unit. For example, the Address block contains all of the bane and address information.

Data Source The document containing the variable data that will be inserted during the merge.

Merge Document The customized document resulting from a merge.

Field One item of variable data, such as a first name, a last name, or a ZIP Code.

Record A collection of variable data about one person or thing. In a form letter merge for example, each record contains variable data for each person receiving the letter: first name, last name, address, city, state, and ZIP Code.

Address List Form A dialog box used to enter mailing list information for a data source file.

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Part II: Mail Merge Basics

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Mail Merge Basics

Mail Merge involves two documents: Main Document: A main document could be a letter, memo, labels, certificate, envelope, e-mail message, and directories that will be sent to a group of individuals. A main document contains information that won't change, as well as merge fields which act as placeholders for variable information. Data Source File: An Excel file, data file, or a file you created in Word could be a data source file. The data file contains variable information such as names, addresses, GPA's, attendance, or other pertinent data that you wish to appear in your customized letter. Creation of a Zangle–centric Excel Data Source File: Refer to the Advanced Excel Handbook (pages 5–17) to view how to export data from Zangle into a Text/Comma delimited file and save as an Excel file.

Format Main Mail Merge Document

A Main Document could be a letter, memo, label, certificate, envelope, e-mail message, and directories, that will be sent to a group of individuals. A main document contains information that won't change, as well as merge fields which act as placeholders for variable information.

Follow the steps below to Format a Main Mail Merge Document.

• Complete Steps A-P. Steps A–B are shown below. Steps C–P are shown on the following pages.

A From the Tools menu, choose Letters and Mailings > Mail Merge.

B Click the Letters radio button

from the Mail Merge Task Pane.

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C Click Next: Starting Document (Step 1 of 6).

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D Click the Use the current document.

E Select Next: Select recipients (Step 2 of 6).

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FClick the Use an existing list.

GClick Browse.

HClick the Look in drop down list and navigate to your data source document.

I Click the OK.

J After selecting recipients, filtering and sorting fields, click OK.

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K Select Next: Write your letter (Step 3 of 6).

L Position the cursor in the location where the Address Block or Fields will be placed.

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M Click the Insert Merge Fields button.

NClick the Courtesy Title from the Insert Merge Field dialog box.

OClick Insert.

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PClick Close.

You must keyboard all spaces and punctuation between merge fields.

Continue with Steps O-P to insert the appropriate fields for the letter.

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Select/Deselect Mail Merge Recipients’ Fields

There is the option of selecting or deselecting Mail Merge Recipients’ Fields before merging the Excel File (Data Source Document) with the Main Document.

Follow the steps below to Select/Deselect Mail Merge Recipients’ Fields.

• Complete Step A as shown below.

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A Click the Checked box to deselect the recipient(s).

By default all boxes are checked, indicating all recipients are selected. Clicking in the box will add or remove recipients.

Filter the Data Source Fields

There may be a need to filter the records, in order to merge only to a subset of your Data Source. To filter by Data Source, al items for the data field will return exact matches of the selected data field value.

Follow the steps below to Filter the Data Source Fields.

• Complete Steps A–C below.

A Click the City drop down list.

B Select El Cajon, to filter only El Cajon recipients.

C Click OK.

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Note that only the recipients who live in El Cajon will receive the communication, after filtering the City field to include only recipients who live in El Cajon.

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Sort the Data Source Fields

You can specify the order of grouped data in your reports by sorting the Data Source Fields. The order may be in Ascending order (A–Z), or Descending order (Z–A).

Follow the steps below to Sort the Data Source Fields.

• Complete Steps A-H. Steps A–C are shown below. Steps D–H are shown on the following pages.

A Click the City drop down list.

B Select Advanced.

C Click OK.

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D Click the Sort Records tab.

Select the Sort by drop down list.

E

FSelect the field you wish to sort by.

To sort in Descending order will alphabetize the data from Z-A.

G Click the appropriate Ascending or Descending radio button for your sort.

H Click OK.

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Part III: Merge Main

Document with Excel File

Merge Main Document with an Excel File

A Data File could be an Excel file, data file, or a file you created in word. The data file contains variable information such as names, addresses, GPA's, attendance, or other pertinent data that you wish to appear in your customized letter. The Mail Merge will begin from the Main Document.

Follow the steps below to Merge the Main Document with an Excel File.

• Complete Steps A–D. Step A is shown below. Steps B–D are shown on the following pages.

A

Click the MERGE to DOCUMENT button from the Merge toolbar.

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B Click the Merge records appropriate radio button. All is the default.

C Click OK.

DClick the Vertical Scroll Bar and scroll down.

As you scroll down, you will observe that the recipients' information has been successfully merged into the letter (main document.)

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Part IV: Mail Merge Labels

Mail Merge Labels

If you have an existing Excel file (data source document), you can merge it with any main document to create new merge documents. This saves you from retyping repetitive data. You can edit the Excel file (data source document) to add or remove records, or to customize merge fields to include specialized information not included in the default Address List Excel file (data source file).

Follow the steps below to Mail Merge Labels.

• Complete Steps A–T. Steps A–B are shown below. Steps C–W are shown on the following pages.

A From the Tools menu choose Letters and Mailings > Mail Merge.

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B Click the Labels radio button.

C Click Next: Starting document (Step 1 of 6).

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D Click Labels options.

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E Select the appropriate Printer Information, Label information, and Product number.

Typically there is an informational sheet in the label box which contains the information you need to respond to this option.

F Click OK.

G Select the Next: Select recipients link (Step 2 of 6).

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H Select the Browse link from the Use an existing list section.

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I Select the Look in drop down list and select the folder where you stored your Excel file.

J Select the Excel file.xls you created.

KClick Open.

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Note the appropriate file is highlighted before clicking the OK button.

LClick OK.

MClick OK. If you wish to Select, Filter, or Sort any of the recipients, this is the time to do it.

NClick on the top, left label.

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Word creates merge blocks. Merge blocks contain several fields, so that you can insert one merge block instead of inserting numerous merge fields, one at a time.

O Click the Insert Address Block button from the Mail Merge toolbar.

Click OK. P

You can preview the merge block at the bottom. The block contains the students' name, address, city, state, and zip code.

Q Click Match Fields.

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R Click the drop–down lists to choose the desired field to be printed. Typically fields on the right correspond

with the fields on the left, but sometimes they do not. Always double check to see if appropriate database fields on the right match the fields on the left. If the field displays “not matched” it will not print the “not matched” field when merged.

S Click OK.

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T Select Next: Arrange your labels (Step 3 of 6).

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U Select Update all labels.

After clicking the Update all labels button, the Address block was successfully transferred to all of the labels. This means there is a placeholder or variable for each label, and the next step is to merge.

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VSelect the Merge to Document button from the Mail Merge toolbar.

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The All option is the default setting.

WClick appropriate Merge records radio button then click OK.

Congratulations! You successfully mail merged your labels.

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