Using Mail Merge Creating a Data Source

Transcription

1 Using Mail Merge Creating a Data Source 1. Click Mailings 2. Click Start Mail Merge 3. Click Letters 4. Click Select Recipients 5. Click Type a New List 6. Click Customize Columns 7. Click and delete any fields you don t need (you might also add any fields you need) 8. Click OK 9. Type Mr. in the first field 10. Press Tab to move to the next field and continue typing all the information for 1 st record (Mr. Jerry Springer) 11. Click New Entry to add a new record (Mr. Fred Wilson) 12. Continue typing all the names 13. Once you complete typing names, click OK 14. Type file name A13-RFS Data Source (No password) and make sure you save it in your folder 15. Once you have save the Data Source start typing your word document (Main Letter as shown on the next page) Title First Name Last Name Company Name Address Line 1 City State ZIP Code Work Phone Mr. Jerrry Springer Carlton, Inc West Fairmont Ave Plattsburgh NY (518) Mr. Fred Wilson RBJ, Inc 132 Lake Street Richmond NY (518) Mr. Bob Armstrong Miners Products, Inc. 900 C Street Fort Worth TX (817) Mr. James Borton American Chemical Company 854 Circle Drive Austin TX (512) Ms. Or Mr. Your first name Your last name Fremont High School 7676 S San Pedro St Los Angeles CA (323)

2 Robinson Financial Services 899 Ramiro Street, Manhattan Beach, CA Today s date 16. Click «AddressBlock».. to insert Address field then click Ok «AddressBlock» «GreetingLine» 17. Click «GreetingLine» to insert salutation field (Ex. Dear Mr. Smith) then click Thank you for your recent purchases of our Infinity Financial Services Package. In order focus to provide you with superior services, we must verify your phone number. We currently have your phone number listed as «Work_Phone». Please contact us if this number is different. Make sure you add space between title and last name. «Title» «Last_Name», thank you once again for your business. Sincerely, 18. Click Insert Merge Field to insert individual fields such as Work_Phone or Title or Last Name Your Name Chief Executive Office 19. Click Finish & Merge 20. Click Edit Individual Letters 21. Click OK 22. Now depending on the number of records (names) you did add it to the data source you should have the same number of letters. 23. Click File 24. Click Close 25. Click Yes 26. Save as: A13-Hands on Lesson 16-Merged Letters 27. Save 2 nd Document as A13-Hands on Lesson 16- Main Letter 28. Main Document 29. Click File 30. Click Close

3 Using Mail Merge Creating Mailing Envelopes 1. Start A New Document 2. Click Mailings 3. Click Start Merge 4. Choose what you want to do (Ex. Letters, envelopes, labels or directory) 5. In this case, we are creating a Labels, so click Envelopes as shown here 6. Click OK 7. Click Mailings 8. Click Select Recipients 9. Click Use an Existing List 10. Go to your folder to look for the Data source 11. Click A13-RFS Mail Merge Data Source 12. Click OK 13. Type returning address as shown here 14. Click in the Middle of Envelope ( a box should display) 15. Click AddressBlock. 16. Click Finish & Merge 17. Click Edit individual Documents Click OK 19. Now depending on the number of records (names) you add it to the data source you should have the same number of envelopes. 20. Save as: A13 - Hands on Lesson 16 Merge Envelopes 21. Save the 1 st document as A13 - Hands on Lesson 16 Main Envelope Final Outcome (if you follow the proper instructions, your documents should look like this)

4 Using Mail Merge Creating Mailing Labels 1. Start A New Document 2. Click Mailings 3. Click Start Merge 4. Choose what you want to do (Ex. Letters, envelopes, labels or directory) 5. In this case, we are creating a Labels, so click Labels as shown 6. Click Microsoft if is not selected already 7. Click 30 Per Page as shown here 8. Click OK 9. Click Mailings 10. Click Select Recipients 11. Click Use an Existing List 12. Go to your folder to look for the Data source 13. Click A13-RFS Mail Merge Data Source 14. Click OK 15. Click AddressBlock..(make sure you are in the first box of document 16. Click Update Labels 17. Click Finish & Merge 18. Click Edit individual Documents Click OK 20. Now depending on the number of records (names) you add it to the data source you should have the same number of labels.

5 21. Select all the labels to remove the space in between line 22. Click Paragraph Arrow 23. Click Spacing and make sure it is 0 for before and after 24. Click Line spacing and change to single 25. Save as: A13 - Hands on Lesson 16 Merge Labels 26. Save the 1 st document as A13 - Hands on Lesson 16 Main Labels Final Outcome (if you follow the proper instructions, your documents should look like this)