Obvious reason for using a mail merge then is to save time in drafting a form document which needs to be sent to multiple folks.
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3 A mail merge is made up of two components a document (which can be a letter, envelope, or label) and a data set. Putting the two together using a mail merge results in producing several letters, envelopes, or labels for a group of people or organizations. Obvious reason for using a mail merge then is to save time in drafting a form document which needs to be sent to multiple folks. 3
4 A mail merge is made up of two components a document (which can be a letter, envelope, or label) and a data set. Putting the two together using a mail merge results in producing several letters, envelopes, or labels for a group of people or organizations. Obvious reason for using a mail merge then is to save time in drafting a form document which needs to be sent to multiple folks. 4
5 Step #1 Select Document Type. A Mail Merge can be used to produce multiple letters, messages, envelopes, labels, or a directory. Select the appropriate type of project and then Next (which appears at the bottom right-hand corner of the screen) to get started. 5
6 Step #2 Select Starting Document. You have three options from which to choose your starting document. You can use the document which is presently open in your screen. Or, if you have a template document saved elsewhere, you can choose to start with it instead. Or, you can choose to open any existing document. Highlight (More files ) and select Open to find an existing template or document. 6
7 Step #3 - Select Recipients. Recipients can be selected from an existing list, such as an Excel file. They can also be selected from Outlook contacts. Or, you can type up a new list entirely. To use an existing list, select Browse to find the appropriate file. When selecting an Excel file, be sure to indicate which Sheet the list appears on and determine whether the list contains column headers. If it does, you ll need to check the box so that the header row is not included as a record. 7
8 Step #3 Select Recipients (cont d) Continue Step 3 by weeding out duplicate contacts or unchecking contacts you want excluded from the mail merge. (Note: De-selecting the contacts does not remove the contact from your original Excel file or database. You can also Filter the recipient list to narrow your mail merge by any given factor, such as zip code or city. Once you have narrowed down your recipient list, select OK in the Mail Merge Recipients screen. Select Next in the Mail Merge Wizard to move to Step #4. 8
9 In version 2003, you can continue Step 3 by weeding out duplicate contacts or unchecking contacts you want excluded from the mail merge. (Note: De-selecting the contacts does not remove the contact from your original Excel file or database. You can also Filter the recipient list to narrow your mail merge by any given factor, such as zip code or city, by selecting the drop down arrow at the top of any column, selecting advanced and setting up a custom filter. 9
10 Step #4 Write Your Letter (add merge fields) Word provides a shortcut to inserting the entire address into a letter called the Address Block. Simply place your cursor in the letter where you want the address to appear and select Address Block. Note: The address is going to be formatted according to the paragraph formatting for the space you highlighted. So, you may want to check your paragraph formatting first before inserting the Address Block to be sure it is single-spaced, etc. There is also an automated option for inserting a greeting line to a letter. And, individual fields can be added to the letter from your data set by selecting More Items 10
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12 Adding More Fields brings up the Insert Merge Field dialog box which appears the same in version 2007 as in version 2003 of Word. 12
13 Step #5 Preview Your Letters Using the double-arrow button, page through each letter to determine that the letters look okay. If you find that a document has been created for an unintended record, then simply select the Exclude this recipient button to delete that document from the group. Of course, if after looking through a few of the letters to determine that the format is okay, you probably do not need to page through the entire set of documents. 13
14 Step #6 Complete the Merge You have a couple choices when it comes to actually completing the merge. You can simply print the entire group of letters or a select few to a printer. Or, you can send the document set to a file should you decide that you may need to edit individual letters for content. To create a file of the document set, select Edit individual letters. This will create a new file that includes a copy of each completed document. From there you can save the file with a new name and further edit the documents if necessary. 14
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20 Be sure to set up your Label Options to accord with whatever brand and type of label you will be using. In this example I have chosen to search for the Avery brand of labels and their label type (or product number) which are Mailing Labels 1 inch x 2.63 inch in size. Once you make the selection, you will notice that your document will be formatted to accommodate those labels. See screenshot below. 20
21 Once you insert the Address Block field in the first label in the upper left hand corner and select Update all labels from the wizard, the Address Block field will be added to all of the labels in the document. 21
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