We will start by reviewing some interface features, then we will explore Mail Merge.
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1 Word Our exploration of Word will focus on some ways it is used in the business environment, and also you will learn how to easily make accurately formatted bibliographies for academic papers. We will start by reviewing some interface features, then we will explore Mail Merge.
2 WHEN YOU GO TO FILE, NEW, YOU SEE WHAT IS CALLED BACKSTAGE VIEW
3 USE THE FILE TAB TO SAVE YOUR FILE. WE WILL PRIMARILY USE: - WORD DOCUMENT.docx - PDF.pdf Portable Document Format WHEN SENDING RESUMES AND COVER LETTERS TO POTENTIAL EMPLOYERS IT IS USUALLY REQUIRED TO SEND A PDF. - FOR TODAY S ACTIVITY, CREATE A NEW FOLDER ON THE DESKTOP (NAMED MAIL MERGE AND SAVE THE WORD DOCUMENT THERE IN.docx format.)
4 RIBBON TABS IN THE RIBBON GROUPS IN THE TABS COMMANDS IN THE GROUPS
5 TURN ON THE RULER IF IT ISN T ALREADY
6 ALWAYS CHANGE PARAGRAPH SPACING AFTER PARAGRAPS TO 0 IF IT ISN T ALREADY.
7 Mail Merge Mail Merge is used to create form letters. Many businesses use mail merge. You can personalize each letter based upon information you have stored about your patrons in a database. The Mail Merge process always involves 2 main documents: the merge letter being created and the database. The database can be made in Word, or another program. We will make a basic database in Word and in Excel.
8 Mail Merge You can use the Wizard or build the letter manually. We ll start with the Wizard in the Mailings tab.
9 Mail Merge Follow the steps given in class. The Mail Merge Wizard task pane helps guide you through the steps involved. You can move through each step at the bottom of the task pane.
10 Note: Before we make the new list (database) or attach our document to a database the commands in the Write & Insert Fields group of the Mailings tab are dimmed, or unavailable. You need to create a new list (database) or attach your document to an existing list (database) before you can add Mail Merge fields to the Word document (see next slide). Mail Merge In step 3 you can choose to attach your Mail Merge document to an existing database or create a new one. We ll start by creating a new list (database) within Word, and then later we ll attach our Word document to an Excel database.
11 Mail Merge Note: Before we make the new list (database) or attach our document to a database the commands in the Write & Insert Fields group of the Mailings tab are dimmed, or unavailable. You need to create a new list (database) or attach your document to an existing list (database) before you can add Mail Merge fields to the Word document.
12 Mail Merge This is the interface for creating a database within Word. Follow the detailed steps given in class when creating the database with this interface.
13 Mail Merge I removed some pre-existing fields, and added a few fields to experiment with later on.
14 Mail Merge I added three fictitious entries to the database. Use the tab key to move from field to field quickly. Follow detailed instructions given in class regarding certain field entries.
15 Mail Merge Save the database and the Word document in the same directory. For example, make a new folder on the desktop and save both files there.
16 Mail Merge You can sort and filter entries in the Mail Merge Recipients dialog box. Like, for example, if you are going to promote your new Facebook page and you want to send out letters only to patrons that use Facebook, you can filter to only include patrons that use Facebook.
17 Mail Merge Now that we have created a database the Mail Merge commands are available in the Write & Insert Fields group.
18 Mail Merge Following the professional letter format document distributed in class and posted on the course website, add the date (look in the Insert tab for the command) and then add the Address Block Mail Merge field.
19 Mail Merge Hold down the ALT key while you adjust the ruler to see the exact measurement. Professional letters typically have a 2 top margin for the letterhead we ll follow that approach.
20 Mail Merge Use the Match Fields command to fix address block problems. More on that later.
21 Mail Merge This is what it looks like after I added the Mail Merge Address block. (Only use the Address block Mail Merge field for the address don t try to build it piece by piece manually you lose credit on the test if you this.)
22 Mail Merge Add Stand-Alone fields in the letter. Try to be creative.
23 Mail Merge Use the Preview Results command to preview the merged letters. Scroll through the letters. Check for problems.
24 Mail Merge Another stand-alone field example. Remember, the database needs to have the information in it in order to use it in the letter.
25 Using the If Then Else Rule Letters with a more personal touch can be produced with Mail Merge as long as the database has the relevant information. A personal touch helps businesses establish and/or maintain a positive relationship with their patrons. For example, lets configure Word to add a certain sentence to the letter if the recipient is a vegetarian, and a different sentence if the recipient is not a vegetarian. (Reminder: In order to do this, the database must contain this information.)
26 Using the If Then Else Rule An example of a If Then Else rule.
27 Using the If Then Else Rule To edit an If Then Else rule right click on it in your letter and select Toggle Field Codes.
28 Using the If Then Else Rule After editing it right-click and select Update Field.
29 Mail Merge with Excel When creating a database in Excel, put your headings in the first row. Name the worksheet tab, and delete unused worksheets. Save the Excel file in the same directory as your Word file. I used the mailing and billing headings. It will confuse Word a little and we ll have to use the Match Fields command to repair the problems.
30 Mail Merge with Excel A variety of headings can be added to the Excel database, just like what we did with the database we built in Word.
31 Mail Merge with Excel After I connected my Word document with the Excel database and added an Address Block, the Insert Address Block dialog box Preview area is incomplete. It is empty because Word does not recognize the words mailing and billing in the database.
32 Mail Merge with Excel Use the Match Fields command to fix the problem.
33 Mail Merge with Excel Before After
34 Mail Merge with Excel The address block is now repaired. On the Word test you will need to repair the address block in this manner.
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