Introduction to Mail Merge

Transcription

1 Introduction to Mail Merge Chapter 9 Mail Merge is the term given to the process where we start with a main document, and a set of details (the data source) about customers, suppliers, members etc. We merge the two together to produce a set of documents individualised for each customer, supplier etc. This process is more efficient than individualising each document with details, one at a time. Another advantage is that the data source can be used repeatedly for various documents. In the example shown below the same data has been used to produce individualised documents regarding a change of phone number, and then to produce name labels. Main Document Data Source Company First name Surname Silly Billy Pty Ltd Sally Bally Slim Pickings Pty Ltd Fred Bare Blitz Pty Ltd Jim Lim Cranky Pty Ltd Anna Ray Main Document Labels Name Company Merged Document Labels Jim Lim Blitz Pty Ltd Sally Bally Silly Billy Pty Ltd Anna Ray Cranky Pty Ltd Fred Bare Slim Pickings Pty Ltd Company Dear Customer We write to advise that our new phone number is We look forward to hearing from you. Yours sincerely Silly Billy Pty Ltd Manager Dear Sally We write to advise that our Slim Pickings new phone Pty Ltd number is Dear Fred We write We to look advise forward that our to hearing Blitz Pty Ltd new phone from number you. is Dear Jim Yours sincerely 789 We write We to advise look forward that our to hearing Cranky Pty new Ltd phone from number you. is Dear Anna 123 Yours 456 sincerely 789 We write We to advise look forward that our to hearing new phone from number you. is 123 Yours 456 sincerely 789 We look forward to hearing from you. Yours sincerely Merged Documents Microstar Publishing Pty Ltd

2 Introduction to Microsoft Word 2003 for Business Objectives In this section you will Create the Main Document Create a Data Source Merge a Main document and Data Source Use an Existing Data Source for the Merge Maintain a Data Source Create Mailing Labels Create the Main Document The first requirement of a Mail Merge is a main document. The main document consists of the general information that will go to all recipients. Open a New file Enter the following text, it will be the main document. 4 January 2004 Dear THE BIG SHOW We are pleased to offer you the opportunity to again take part in this prestigious event. The Big Show is scheduled to occur on the last weekend in May, Friday 27 May to Sunday 29 May We look forward to confirming your participation. If you require further details please don t hesitate to contact my assistant, Zepo, on (03) Yours sincerely Bozo Clowning Marketing Director Save the file as Big Top on your student files and leave open for the next section 9-2 Microstar Publishing Pty Ltd 2003

3 Introduction to Mail Merge 9 Start the Mail Merge Process Click on View Task Pane in the Menu bar (if necessary) Click on the droplist button and select Mail Merge from the Task Pane list Step 1: Select document type Task Pane drop list button Letters Mail Merge Starting document Check that Letters is selected as the type of document you are working on Click on Next: Starting document to move to the next task pane Step 2: Starting Document At this step you indicate if you will use the document currently displayed (Big Top in this case) as the Main document or start a new document. We have just created the document intended to be the Main document so you will choose the first option. Use the current document Click on Use the current document Click on Next : Select recipients Next: Select Recipients Microstar Publishing Pty Ltd

4 Introduction to Microsoft Word 2003 for Business Step 3: Select Recipients This step is to indicate where the recipients data is stored or if a new list will be created. Click on Type a new list Click on Create Type a new list Create Creating a Data Source The New Address List form appears on the screen with default fields already selected Click on Customize Customize 9-4 Microstar Publishing Pty Ltd 2003

5 Introduction to Mail Merge 9 To Remove a Field from the List The Customize Address List box appears. We will use this dialog box to determine which data fields we require for the Mail Merge. We must remove any fields that are not required. Click on the field Address Line 2 Click on Delete Address Line 2 Delete Click on Yes to the prompt that appears checking if you wish to delete the field The field will be removed from the list. We require these fields only: Title First Name Last Name Company Name Address 1 City State ZipCode Continue to Delete the fields not required in the list (ie Country, Home Phone, Work Phone and Address) Click on OK when the list is complete Microstar Publishing Pty Ltd

6 Introduction to Microsoft Word 2003 for Business You will return to the New Address List form. Only the fields you selected will remain ready to insert the data. Click on the Title field and type Mr in the Title field Press the [Tab ] or [Enter] key to move to the next field Type Joh then press [Tab ] or [Enter] Repeat for the remainder of the details in the record When finished with Zip Code press [New Entry] to move to a new record New Entry 9-6 Microstar Publishing Pty Ltd 2003

7 Introduction to Mail Merge 9 Enter the rest of the details as shown below Title First Name LastName Company Address City State Posta l code Mr Joh Peanutson Peanuts n 231 Almond NUTVILLE QLD 4790 Shells Crescent Ms Ima Hungary Snakis 45 Milky Way FUDGEVILLE VIC 3289 faction Ms Nikki Tarna Sultana 59 Grape Street VINETOWN VIC 3895 Whizz Ms Honey Bee Sweet 54 Sugar Street MOREVILLE QLD 4387 Snacks Mr Sam Toucan The Breakfast Kings 3 Branch Crescent TREEVILLE VIC 3654 Click on Close when all the details have been entered The Save Address list dialog box will appear ready to save your data source. Click on the Save in box and display the Word Documents folder Click in the File name box and type Big Top Data Click on the Save button Microstar Publishing Pty Ltd

8 Introduction to Microsoft Word 2003 for Business The Mail Merge Recipients box appears as shown below. You get the opportunity here to remove some of the members of the list if you wish Select All OK Click on Select All OK to use all those listed in the Mail Merge Click on Next: Write your letter on the Task Pane Next: Write your letter 9-8 Microstar Publishing Pty Ltd 2003

9 Introduction to Mail Merge 9 Step 4: Write Your Letter In this step we will insert the merge fields from the data source into the main document. Click on the Show/Hide button to turn it on Make sure that the insertion point is at the top of the letter below the date, where the address is to appear. The Address Block and other choices here can make it quick to enter the details however the punctuation automatically used does not match Australian standards of an open blocked letter, the style most commonly used. The quickest way to enter fields appropriately is to use the Insert Merge Field button as in previous versions of Microsoft Word. However the standard installation of Microsoft Word does not initially include this on the Mail Merge toolbar. If the Mail Merge toolbar is not displayed click on View Toolbars Mail Merge to display it on the screen Click on the Toolbar Options button at the end of the Mail Merge toolbar Toolbar options Move the mouse over the Add or Remove Buttons option then click on Mail Merge The long list of buttons available for use on the Mail Merge toolbar will appear. Click on the Insert Merge Field button to add it to the toolbar Insert Merge Fields Microstar Publishing Pty Ltd

10 Introduction to Microsoft Word 2003 for Business The button should appear on the toolbar. Click on the Insert Merge Field button to display a list of fields available to use in the letter. Insert Merge Field Click on Title in the list Press the [Space Bar] once Click on the Insert Merge Field button again and click on First_Name Press the [Space Bar] again and click on Insert Merge Field and click on Last_Name Press the [Enter] key to start a new line Repeat this procedure to enter the fields as shown below using two spaces between City and State and ZIP_Code Click on Next: Preview your letter 9-10 Microstar Publishing Pty Ltd 2003

11 Introduction to Mail Merge 9 Step 5: Preview Your Letters This step is to check how the data will look in the letter when they are merged together. Move to the previous record Move to the next record Next: Complete the merge Click on the Next Record and Previous Record buttons to display how each of the letters will look for each data record Check the preview of each letter then click on Next: Complete the merge Microstar Publishing Pty Ltd

12 Introduction to Microsoft Word 2003 for Business Step 6: Complete the Merge In this step individual letters are created from the merging of the main document and the data source. You can either print them straight away, or create a new document, check the letters and then print. Click on Print Type 1 in the From box and 2 in the To box Click on OK Two letters will be printed. It is better to actually create a new document which will be as long as the number of records in the data list. Click on Edit Individual Letter in the Task Pane Click on All to choose all records then click on OK All This creates a new document that is five pages long because there are five recipients and the main document is one page long. At this point you should proof read the whole document to make sure that each is correctly laid out. Then you can print. Save the new file as Big Top Merged then Close Leave the Main document Big Top open for the next section 9-12 Microstar Publishing Pty Ltd 2003