merging word documents - mosinee school district · microsoft office 2007 –illustrated....
TRANSCRIPT
Microsoft Office 2007 – Illustrated
• Understand mail merge• Create a main document• Design a data source• Enter and edit records
Objectives
Microsoft Office 2007 – Illustrated
• Add merge fields• Merge data• Create labels• Sort and filter records
Objectives (continued)
Microsoft Office 2007 – Illustrated
Understanding Mail Merge• With mail merge you merge a
standard Word document with a file that contains customized information for many individuals or items• The standard document is the main
document• The file with the unique data is the data
source• Use Mail Merge task pane or the
commands on the Mailings tab
Microsoft Office 2007 – Illustrated
• Main document contains boilerplate text and merge fields• Boilerplate text appears in every
version of the merged document• A merge field indicates where the data
from each record should be inserted when you perform the merge
Understanding Mail Merge
(continued)
Microsoft Office 2007 – Illustrated
• A data source contains data fields and data records• A data field is a category of information
• E.g., last name, City, postal code• The names of the data fields are called
field names• A data record is complete set of related
information for an individual or an item• E.g., one person’s name and address
Understanding Mail Merge
(continued)
Microsoft Office 2007 – Illustrated
• Merge fields inserted in main document must correspond with field names in associated data source
Understanding Mail Merge
(continued)
Microsoft Office 2007 – Illustrated
Creating a Main Document
• The first step in a mail merge is to create the main document• Create from scratch• Save an existing document as a main
document• Use a mail merge template
• Use the Mail Merge task pane
Microsoft Office 2007 – Illustrated
• Using a mail merge template:• If you are creating a letter, fax, or
directory, you can use a mail merge template to start your main document
• To use a template, click the Start from a template option button in the Step 2 of 6 Mail Merge task pane, then click Select template
• Select Template dialog box opens
Creating a Main Document
(continued)
Microsoft Office 2007 – Illustrated
Designing a Data Source
• Next step in the mail merge process is to identify the data source• Data source file contains the
information used to customize each version of the merge document
• You can use an existing data source or create a new one
• To create one, you determine the fields to include and then add the records
Microsoft Office 2007 – Illustrated
• Merging with an Outlook data source:• You can merge a main document with
an Outlook contact list• Click the Select from Outlook contacts
option button in the Step 3 of 6 Mail Merge task pane
• Then, click Choose Contacts Folder to open the Choose Profile dialog box
Designing a Data Source
(continued)
Microsoft Office 2007 – Illustrated
Entering and Editing Records
• Each record includes the complete set of information for each individual or item you include in the data source
Microsoft Office 2007 – Illustrated
Adding Merge Fields
• Merge fields are placeholders for text that is inserted when main document and data source are merged• Names must correspond to the fields
names in data source• Use Mail Merge task pane or Address
Block, Greeting Line, and Insert Merge Field buttons in the Write & Insert Fields group (Mailings tab)
Microsoft Office 2007 – Illustrated
Adding Merge Fields
(continued)
• Matching fields:• Merge fields inserted in main document
must correspond with filed names in associated data source
• If using Address Block merge field, you must make sure that the default address field names correspond with the field names used in the data source
• Use Match Fields dialog box
Microsoft Office 2007 – Illustrated
Merging Data
• Before merging, preview merged data for accuracy• Use the task pane or the Preview
Results button (Preview Results group, Mailings tab)
• When merging, choose between merging to a new file or to a printer
Microsoft Office 2007 – Illustrated
Creating Labels
• Use Mail Merge task pane or commands on Mailings tab to create labels or print envelopes for a mailing• Select a standard label or envelope
size to use as the main document• Select a data source, then insert merge
fields in the main document
Microsoft Office 2007 – Illustrated
Creating Labels (continued)
• Printing individual envelopes and labels:• Use Mail Merge or
commands in Create group on Mailings tab
Microsoft Office 2007 – Illustrated
Sorting and Filtering Records
• Sorting records determines the order in which the records are merged
• Filtering pulls out the records that meet specific criteria and includes only those records in the merge
Microsoft Office 2007 – Illustrated
Sorting and Filtering Records
(continued)
• Inserting individual merge fields:• Include proper punctuation, spacing,
and blank lines between merge fields in main document if you want them to appear in merged document
• <<City>>, <<State>> <<ZIP Code>>