Word 2000 Level 3. Introduction. Contents. Mail Merge:
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1 Introduction Word 2000 Level 3 Create mail merge form and data files. Perform the merge of these files to create individualized mailings of letters, envelopes and labels. Contents Introduction Contents Mail Merge Envelope and Label Merge Headers and Footers Page Numbering Creating Sections Hyphenation Working with Outlines Mail Merge: To begin a new mail merge, select Tools and Mail Merge from the menu bar. First select Form Letters from the Main document drop down menu. Either choose Active Window or New Main Document. The next selection will be where the data is. Select Create Data Source The When finished, choose OK. next screen gives options for field names - edit this list (Remove Field Names or Add Field Names. Edit the Field Names in Header rows until the list is in the order shown below: First Name Last Name Address1 City State Postal Code Home Phone Work Phone Birthday Save the document: Pull down the menu File and choose Save As. and select the A:\ drive and save the file as names. The next option that appears on the screen is the window to the left: Page 1
2 We will choose Edit Data Source and type in the following data on the correct lines in the form: John Doe George Gorge Heather Heathrow 1435 Camelot Avenue 123 First Street 893 1st St Cedar Rapids IA Lisbon IA Mount Vernon IA H: H: H: W: W: W: Birthday: April 17 Birthday: July 18 Birthday: December 12 Amy Gorge June Gorge Stacy Stamp st St 123 First Street 284 Boysen Rd Marion IA Lisbon IA Hiawatha IA H: H: H: W: W: W: Birthday: May 4 Birthday: July 18 Birthday: June 10 After entering the data, select OK. The letter (merge document) can now be created. Note that a new merge button bar appears on the screen. This will enable easy entry of merge fields: Begin by pulling down Insert and select Date and Time... and select the type of format desired. To enter remaining merge codes, use the button on the left end of the merge tool bar (Insert Merge Field) and choose the field, inserting spaces and returns where desired. Type the following letter inserting the merge codes: March 25, 1997 «FirstName» «LastName» «Address1» «City» «State» «PostalCode» Dear «FirstName», Page 2
3 Since your birthday is on «Birthday», you have won a special drawing and a prize will be coming your way. «FirstName», you will be receiving a complimentary copy of the new magazine, Birthdays to Remember. Please examine this copy and let us know what you think. Sincerely, Carol Correct Manager, Services Department When finished, save as a:\letter The data file may be sorted - there are several ways to attempt this. One would be to select the Edit Data Source button on the toolbar and select View Source. Move the cursor to the column to be sorted and select the desired button on the button bar: This will sort the data in the method desired. The second way to sort is to select the Mail Merge Helper button and select Query Options in the window that appears. Choose the Sort Records tab and enter Sort By criteria as desired. When finished, select OK. Now that the document is finished, click on the Mail Merge or Merge to New Document button on the merge button bar. The document will be merged. Using the document, merge labels and envelopes by following the steps: Pull Down Tools and select Mail Merge. Choose Create from Main Document Select Envelopes or Labels Choose your Names Data File Page 3
4 Select the fields and place them on the label. Merge the file To edit a merge file: Word 2000 Level 3 Pull down Tools, select Revisions and at the window, select Merge Revisions. Make revisions and merge. Envelope and Label Merge The very same steps need to be taken for envelope and label merges only you will select that option in the Merge menu. Headers and Footers Many times documents contain text that should be repeated at the top and bottom of every page. Date, time, company name, copyright notices are to name just a few. The top of the page is referred to as the header and the bottom referred to as the footer. This menu can be found by going to View, Header and Footer. Notice that the Insert AutoText is already part of this menu. There are also several default header and footer entries that can be done such as date and time. Page 4
5 Page Numbering Microsoft Word provides a simple way of adding page numbering without having to go to the Header and Footer menu. Go to the Insert, Page Numbers menu. In this menu, you have several options including numbering after the first page, just even or odd pages, or the entire document. You get to these options by clicking on the Format button within this menu. You can also change the format numbering in this section. For example, you could use roman numerals if you wanted to. If you use the Insert, Page Break menu to create sections, then you can use different kinds of numbering for different sections of the document. This is used a lot in book writing. An example of this would be to use roman numerals for the Introduction or Preface of the book and then normal numbering for the rest of the book. Page 5
6 Hyphenation The hyphenation menu can be found under the Tools Menu, Language, Hyphenation. Most people will choose to turn on the Automatically hyphenate document option so they do not have to worry about whether words are hyphenated or not. However, you may choose to force hyphenation in cases where it makes sense to do so. For instance, if you do not want the word to be hyphenated if it falls at the end of a line, insert a non-breaking hyphen instead of a regular hyphen. Press Ctrl+Shift+- to create a non-breaking hyphen. Working with Outlines There are several ways to view the document you are working on. Most people will view their documents in either Normal layout or Print layout. However, there is also the Outline layout option. Working with outlines is an excellent way to help you organize your document. When you go to View, Outline an additional toolbar will appear, which is the Outline toolbar. By hovering over each tool in the toolbar, it will show you what each tool does. If you want to choose a specific way of numbering for your outline, go to Format, Bullets and Numbering, and then the Outline Numbering tab. Page 6
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