Dealing with the way Mail Merge changed in MS Word 2003
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- Loraine Powell
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1 Dealing with the way Mail Merge changed in MS Word 2003 Go From This: To This:
2 The New and Improved Mail Merge Mail Merge has changed dramatically from the older versions of Word. They just forgot to tell anyone! It is now listed under Tools, Letters and Mailings, Mail Merge Wizard. It uses Microsoft s new Task Pane feature. The Wizard opens in the Task Pane (on the right side of the window) and displays Steps 1-6. Step 1 is Select document type. Choose (click) the document type (e.g., labels). then click Next to go to Step 2 - Starting your document. This opens the change document layout pane where you can choose the type of labels. Choose (click) Label Options to select the brand and size of labels. Then, click Next again to use the current document and to navigate to Step 3 Select recipients. Mail Merge Madness 2 June 2008
3 Select Your Recipients In Step 3 Select recipients, click Browse to select the location and the name of the file to use as your Recipient List (e.g., your Excel document). You will be prompted to choose either the Entire Spreadsheet or one of the Excel sheet tabs that contains your data. As you can see, there are several new tools available: checkmarks to include/exclude recipients, drop down arrows for filtering, and sorting. Clicking on a column name sorts your list by that field! Click OK to continue. Note: Prior to beginning your Mail Merge, it is recommended that you open your Excel document (what used to be called the Data Source) and make sure the 1 st row contains the names of the fields to be used in the merge. Do this by deleting all rows up to the 1 st row that contains the names of the fields (column names). If you have to, copy and rename the sheet first. Then, save the Excel document. Word will need this so it can easily identify the names of the columns in your recipients list. Mail Merge Madness 3 June 2008
4 Arrange Your Labels After you have selected your recipients or sorted them, etc, click Arrange Your Labels in the Wizard. The 1 st label is always blank, allowing you to add the fields from your data source (e.g., First Name, etc.). You may have to scroll to view this 1 st label. Add the fields to your sample label (Word will give the 1 st one as your sample). Do this clicking the More Items link in the Wizard. If you use this tool, you will need to click Insert and Close in between pressing the Enter key. This will allow you to have name and address lines. You can also use the Address Block link to choose the fields. Note: Make sure you then select the button called Update All Labels after you have added your fields. This will add the word fields to each label. Click Next to go to step 5. Mail Merge Madness 4 June 2008
5 Preview Your Labels After you clicked Update All Fields, Word has already merged your document and the recipients temporarily! It is not final until you have completed Step 6. However, this view allows to try it before you buy it. Click Next to go to Step 6 - Complete the Merge. Mail Merge Madness 5 June 2008
6 Complete the Merge Now you can print the labels, save them, and/or edit individual labels. Mail Merge Madness 6 June 2008
7 Adding the Insert Word Field Toolbar Button to the Mail Merge Toolbar In earlier versions of Word, the Mail Merge toolbar included a handy toolbar button called Insert Merge Field. For some reason, Word took that off the latest version of the Mail Merge toolbar. This tool allowed users to add fields their Main Document (letter or label) with great ease. For instance, if you wanted to add First Name, then type a space, then Last Name, then press Enter, then Address 1, etc., this button allowed you to view your document and select your fields one at a time, while being able to click in the document and add your spaces, enter keys, etc. Now, when you add fields using the Field List toolbar button, you are forced to select a field and then choose Insert, then click to Close the field list, then add your space or enter key, then click the field list button again, repeating the process for each field in your letter or label. By adding the Insert Merge Field toolbar button, users can more easily add the fields they want, while being able to click in their document and add spaces, enter keys, comas, etc. To add this toolbar button to your Mail Merge toolbar: 1. Activate the Mail Merge Toolbar, using View, Toolbars and choosing Mail Merge 2. Click on View, Toolbars, Customize and select the Commands tab 3. Scroll through the list of toolbars (on the left side) until you can click on Mail Merge 4. Scroll through the list of Mail Merge commands till you see the Insert Merge Field button 5. Drag this toolbar button from the list to somewhere along the Mail Merge Toolbar and drop it in the Mail Merge toolbar - I usually add it to the end of the toolbar 6. Click on Close The Insert Merge Field tool will now be available anytime you use the Mail Merge Toolbar! This same technique can be used to add any tool to any toolbar. Mail Merge Madness 7 June 2008
8 Windows Tips and Tricks Tips: As a general rule: type it, spell check it, save it. Then spend 1/10th the time you used to making it look pretty. You ll spend more time analyzing your data, and getting ready for presentations. Windows loves selections: When you select something in Windows, you tell the computer to ignore everything except that which is selected. Select something and then do something to whatever is selected. This works in Word, Excel, PowerPoint, and Outlook. In Word, use the formatting toolbar, the ruler and the show/hide toolbar as a substitute for Reveal Codes (for those suffering from Reveal Codes Withdrawal). In Excel, use the formatting toolbar. Tricks (Word, Excel, etc.) Control + C, X, V Control + A Click + Shift/Click Shift + Arrow keys Control + Click Control + D Control + P Control + F Control + S Control + Control + Arrow Keys Control + Delete Control + Backspace Control + F4 Control + F6 Control + Home Control + End F7 Shift + F7 F4 Double click gray area of ruler in Word Alt + Tab Tab or Shift + Tab Edit, Paste Special Copy, Cut, Paste a selection Select All (in a document) To select a range (Excel or Word) To increase or decrease a selection To select non-adjacent cells (in Excel) Duplicate a drawing object To open the print dialogue box To open the Find dialogue box this works on the Internet, and eumb as well Save a document (Quick Save) Copies the data from the cell above (Excel only) Move a drawing object (nudge) To delete the word in front of the cursor To delete the word in back of the cursor To close a document Toggle between open documents Go to the top of the document Go to the bottom of the document Starts Spellchecker Open the Thesaurus Repeat last action Opens Page Setup Dialog box Toggle between open applications Move to the right or left between cells Choose unformatted text to paste Internet stuff cleanly Mail Merge Madness 8 June 2008
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