Creating a main document and a data source by using the Mail Merge Helper. Performing and viewing a merge by using the View Merged Documents button.

Transcription

1 L E S S O N 3 Merging Suggested teaching time minutes Lesson objectives In this lesson, you will learn the basics of mail merge by: a b c d e Creating a main document and a data source by using the Mail Merge Helper. Completing a main document by entering fields. Performing and viewing a merge by using the View Merged Documents button. Sorting and filtering a mail merge by using query options. Developing a set of mailing labels using the Mail Merge Helper. 3-1

2 Word 2000: Level 2 Ashbury Training a Creating a mail merge document what s new The following new software features are discussed in this topic: Enhanced toolbar and menu customization New Save As dialog box Merging documents The mail merge feature can simplify repetitive tasks, such as producing catalogs, envelopes, form letters, and mailing labels. To create a mail merge document, you need to: 1. create the main document; 2. create the data source; and 3. merge the two files. The main document The main document contains the content that does not change from version to version; for instance, the body of a form letter. Ultimately, the main document will also include the fields place holders that instruct Word where to put information when the merge takes place. However, fields generally are not inserted until after the data source has been created. Task A-1: Creating a main document 1. Click on the New Blank Document button Choose _Tools Mail_Merge..._ To display the Mail Merge Helper dialog box. 2. Click on Create Select Form Letters Click on Active Window To designate the new document as the main document. The data source Once you create a main document, you will need to supply the information to be merged. This is done by using a data source. A data source contains the information that will change within the main document names, addresses, and so on. Any data that you expect to use repeatedly can be stored in a data source. 3-2

3 Ashbury Training Lesson 3: Merging With the Mail Merge Helper, you can use an existing data source or you can create a new one. The Mail Merge Helper organizes the data source in a table consisting of a header record, data records, and fields. The header record is the first row of the table. It contains field names, which indicate the type of information in each column, such as FirstName, LastName, and so on. (The data source s field names directly correspond to the master document s merge field names.) Except for the header record, each row of the table contains a set of related information, known as a data record. All related information for a person or product is entered in one data record. Each data record produces a different version of the master document. Data source guidelines Keep the following in mind when you create data sources: Use a unique name for each field. Begin field names with a letter. Use up to 40 characters in field names. Do not use spaces in field names. Avoid using blank records in the data source. When you first display the Mail Merge Helper dialog box, the Get Data button is dimmed and not available. However, once you create the main document, you can specify the data source or fields. The Mail Merge Helper will suggest a default list of merge field names. You can add or delete field names from the list as needed. Task A-2: Creating a data source and removing fields from the default header row 1. Click on Get Data Select Create Data Source... To display the Create Data Source dialog box. 2. Observe the Field Names In Header Row list box This list contains default field names for the header row. Fields can be removed from or added to this list. 3-3

4 Word 2000: Level 2 Ashbury Training 3. Observe the Move buttons on the right You can click on these buttons to change the order of the selected fields. Verify that the Title field is selected Click twice on the Move Down button To place the Title field after the LastName field. 4. Click on Remove Field Name To remove the Title field from the data source. Practice Task Remove the following fields from the header row list: JobTitle, Address2, Country, HomePhone, and WorkPhone. Refer to the graphic on the right for an example of the completed list. Renaming and adding a new field to the default field names After you have removed the field names you will not use, you can make corrections and add additional field names for fields that are not available by default. You can also add additional field names before you delete the default field names. Task A-3: Renaming and adding a new field to the header row q Objective: To rename an existing field and add a new one. Before you begin: Practice Task A-2 is completed. 1. In the Field Names In Header Row list box, verify that PostalCode is selected 2. Click on Remove Field Name To remove PostalCode from the list. Observe that PostalCode has been removed from the Field Names In Header Row list box and highlighted in the Field Name text box 3-4

5 Ashbury Training Lesson 3: Merging M Do not include spaces or special characters in the field names. 3. Verify that Postal Code is selected in the Field Name text box Type Zip Click on Add Field Name 4. In the Field Name text box, type CalledLast Click on Add Field Name (Double-click to select it.) To rename and return the edited field name to the Field Name In Header Row list box. (There is no space between Called and Last. ) To add CalledLast to the list. 5. Click on OK To exit the Create Data Source dialog box and display the Save As dialog box. 6. Save the file as My Data Click on Save This data source contains no data records. Word prompts you to either Edit Data Source or Edit Main Document. 7. Click on Edit Data Source To display the Data Form dialog box. Adding information to the data source After the field names have been determined, you can add the data for each record. To add data to the data source, click on Edit Data Source from the Mail Merge Helper dialog box. Some data entry guidelines: Press Tab to advance to the next field. You can use blank fields. You might need to use the scroll bars to see all the fields in the data record. You do not have to number the records; they are numbered automatically. 3-5

6 Word 2000: Level 2 Ashbury Training Task A-4: Completing a data source 1. Observe the Data Form dialog box The dialog box contains all of the fields you entered. The record number is displayed at the bottom of the dialog box. 2. Type Kim Press T To enter the first name. Type Reese Press T To enter the last name. 3. Enter the remaining information, using the graphic on the right as a guide 4. Click on View Source On the Database toolbar, click on the Data Form button Observe that the data source containing the header row is arranged in a table. To return to the Data Form dialog box. 3-6

7 Ashbury Training Lesson 3: Merging Practice Task 1. Click on Add New. To enter the new records. 2. Complete records 2 and 3 with the following information: If you make a mistake while typing, you can click on that field to edit it. FirstName: Andy LastName: Neel Company: Neel Homes Address1: 13 Maple Dr. City: La Jolla State: CA Zip: CalledLast: August 6, 1998 FirstName: Rhonda LastName: Bergall Company: Island Rentals Address1: 10 Fair St. City: Newport State: RI Zip: CalledLast: April 29, Click on OK. 4. Click on Save. 3-7

8 Word 2000: Level 2 Ashbury Training b Completing a main document The main document contains text and field names, which contain the instructions for carrying out the merge. The information in the main document remains the same; for example, an announcement could be a form letter. The main document would contain the announcement s text and various field names that would cause Word to retrieve names and addresses from the data source and insert them into specific places in the merged document. Let students know that it will not be necessary to type the text in the letter. They will insert a file that already contains that information. Their main concern should be entering the merge fields in the correct order, with punctuation and spaces. Task B-1: Inserting fields into the main document Before you begin: Practice Task A-4 is completed. 1. On the Database toolbar, click on the Mail Merge Main Document button Choose _Insert Date_And_Time..._ To display the Date And Time dialog box. Select a date format from the list To insert a Date field in the document. Click on OK 2. Press R four times To insert space between the current date and the letter heading. Remind students that they will need to insert any necessary spaces or punctuation between fields. 3. Click on the Insert Merge Field button 4. Select FirstName Press s 5. Click on the Insert Merge Field button Select LastName Press R 6. Using the graphic on the right as a guide, insert the remaining merge fields To display the list of merge fields. To insert the FirstName field into the main document. To insert the LastName field into the main document. Press R two times 7. Choose _Insert File..._ Double-click on Merge To insert space between the opening and the body of the letter. To display the Insert File dialog box. To insert the file. 3-8

9 Ashbury Training Lesson 3: Merging 8. At the beginning of the letter, place the insertion point after Dear Press s Click on the Insert Merge Field button Select FirstName 9. Move the insertion point to the first sentence of the letter, and after last spoke on, press s Insert the CalledLast merge field 10. Save the file as My Merge 3-9

10 Word 2000: Level 2 Ashbury Training c Performing the merge After completing both the data source and the main document, you can merge the two documents by clicking on the View Merged Data button. The merged documents are displayed on the screen. Note: You can also merge to a new document, printer, , or fax by clicking on the Mail Merge button found on the Mail Merge toolbar. Task C-1: Merging the data source with the main document 1. Move the insertion point to the top of the document On the Mail Merge toolbar, click on the View Merged Data button Observe that the merge fields are visible. To display Kim Reese s data that you created in the data source. 2. Click on the Next Record button To view the next record (Andy Neel) merged with the main document. 3. Click on the Last Record button 4. Click on the First Record button 5. Press and hold S and choose _File Close_All_ Click on Yes to save changes to any open files To advance to the last record (Rhonda Bergall). To return to record 1. Because you are holding down the Shift key, the option is Close All rather than just Close. To save and close all open documents. 3-10

11 Ashbury Training Lesson 3: Merging d Sorting and filtering merges Sorting data You can sort rows of text in a table alphanumerically, numerically, or by date. You can also use the Mail Merge Helper to sort the data record for merging. For example, you might want to sort mail by zip code, or print certain forms in the order that they need to be filed. You can use up to three field names for sorting. For example, you could sort by last name, then by first name, then by middle initial. Task D-1: Sorting data by using the Mail Merge Helper M You might get an error message when you open Managing Merges if you are storing the student data files in a folder other than C:\Student. You may need to locate the data source file New Merge Data. 1. Open Managing Merges (You might need to redisplay the Mail Merge toolbar.) To view the main document. 2. Click on the View Merged Data button Using the Next Record button, observe the names and locations of the first few people The records begin with Anne Smolkovich from Burlington, VT. 3. Click on the First Record Button 4. Click on the Mail Merge Helper button 5. Click on Query Options... To display the Query Options dialog box. 6. Select the Sort Records tab 7. In the Sort By drop-down list, select State In the first Then By dropdown list, select City Verify that Ascending is selected for both Click on OK To sort the data first by State, then by City. Close the Mail Merge Helper dialog box 8. Using the Next Record button, observe the names and locations of the first few people The records now begin with Mark Kelly from Little Rock, AR, and are sorted by state, then city. 3-11

12 Word 2000: Level 2 Ashbury Training 9. Click on the Last Record Button Anne Smolkovich is now the last record. In the Go To Record box, observe that there are a total of 34 records 10. Click on the Mail Merge Helper button Under Data Source, click on Edit Select New Merge Data To open the data source. To view the data source as a table. Click on View Source Observe the state column Click on the Mail Merge Main Document button The states are listed in alphabetical order. To return to the Managing Merges document. Practice Task 1. Sort the records by LastName then by FirstName. 2. Observe the results. The data is sorted alphabetically by last name. Selecting specific data for the merge You can select specific records to merge with a specialized letter. For example, you might want to send a rebate letter to people who live in a particular state. Record selection guidelines require that: You indicate a field name that is in the data source. You choose a comparison phrase. You enter text for the comparison to be made. For example, if you want to select all records except the ones from the state of New York (NY), the filter would indicate State Not Equal To NY. 3-12

13 Ashbury Training Lesson 3: Merging Task D-2: Filtering data in mail merge 1. Click on the Mail Merge Helper button To display the Mail Merge Helper dialog box. 2. Click on Query Options... To display the Query Options dialog box. 3. Verify that the Filter Records tab is displayed From the first Field dropdown list, select State From the Comparison dropdown list, select Not Equal To 4. Place the insertion point in the first Compare To text box Type AR Click on OK 5. Close the Mail Merge Helper dialog box 6. If necessary, click on the Last Record button There are now only 32 records in this selection, instead of the original 34, because all of the AR records have been excluded. Clearing query options After you have set the query options by sorting or selecting specific records, the options will remain in effect in the main document until you clear them. Additionally, all query options are saved in the file in which they were applied. Task D-3: Clearing query options 1. Click on the Mail Merge Helper button 2. Click on Query Options With the Filter Records tab selected, click on Clear All To remove the filter selection. 3-13

14 Word 2000: Level 2 Ashbury Training 4. Click on OK Click on Close 5. Click on the Last Record button 6. Close all open files without saving There are again 34 records in this selection because the Arkansas records are no longer excluded. (Press Shift and choose File, Close All.) 3-14

15 Ashbury Training Lesson 3: Merging e Tip: With a wide range of available options, mail merging is not just for labels. You can use mail merge to create postcards, business cards, name badges, tent cards, and more. & You want to mail Burke s latest property listings to a short list of clients. You will need to print mailing labels with their addresses on them. Merging addresses into mailing labels Merging mailing labels by the sheet is much more efficient than producing them one at a time using Word s Envelopes and Labels tool. Merging addresses into mailing labels is very similar to merging them into a form letter. You create and set up a main document with merge fields, designate a data source, then perform the merge. Task E-1: Creating mailing labels by using the Mail Merge Helper 1. Create a new blank document 2. Choose _Tools Mail_Merge..._ Under Main Document, click on Create Select Mailing Labels To create a new sheet of mailing labels. 3. Select Active Window as the main document 4. Under Data Source, click on Get Data Sheets of these precut labels are available at most office supply stores. Students do not have to use Avery labels, as there are more options listed in the Other Products drop-down menu. Select Open Data Source... Double-click on the Mailing Label Data file 5. Click on Set Up Main Document 6. In the Label Products dropdown list, verify that Avery Standard is selected 7. Select Address from the Product Number list box Click on OK To open a data source for the document. To provide a data source for the labels. To display the Label Options dialog box. In the Product Number list box, observe the different label types. Information specific to the Address label is displayed in the Label Information box. 3-15

16 Word 2000: Level 2 Ashbury Training 8. In the Create Labels dialog box, click on Insert Merge Field Select the merge fields, using the graphic on the right as a guide If time permits, walk students through the steps to print the labels. Click on OK Close the Mail Merge Helper dialog box 9. Click on the View Merged Data button Preview the document Click on the Close button 10. Close the document without saving The fields are arranged in a table. The labels are arranged so they will print correctly on a sheet of Avery 5160 address labels. To display the data. All of the addresses are displayed on one page. To return to the document. 3-16

17 Ashbury Training Lesson 3: Merging ( Practice Unit for Lesson 3 In this activity, you will create a form letter and perform a mail merge. 1. Use the mail merge feature to create a main document, using the Form Letters format in the active window. 2. Create a data source called My Data Source containing the following fields: FirstName LastName AmtSpent 3. Enter the following information into the data source, and view the source: Matt Konkline 358 Mary Davis Complete the main document with the following information: Thank You from Books & Beyond Dear <<FirstName>> <<LastName>>, Because you are a valued customer, with purchases over $<<AmtSpent>>, we are sending you a $50 gift certificate. 5. Save the main document as My Practice Merge 6. Use the View Merged Data button to view the merge. 7. Save and close all open files. 3-17

18 Word 2000: Level 2 ) Wrap-up for Lesson 3 a Why is mail merge such a useful tool? Because you can use it to personalize form letters and create mailing labels, envelopes, and catalogs without having to retype information for each one. List the two primary parts necessary to make a merged document. Both a main document and a data source are required. b How do you add merge fields to a document? Click on the Insert Merge button and select the appropriate field. c How would you view the last data record immediately after viewing the first one? Click on the Last Record button. d Why would you use mail merge s sort/filter feature? To specify a particular group of people, such as customers from a specific state. e How is a mailing labels mail merge different from a form letter mail merge? A mailing labels merge merges all records on one sheet of labels at the same time. A form letter merge merges individual records to the body of a Word document one at a time. 3-18