Creating Mail Merges. Instruction Guide. For Microsoft Word o 2002 o 2003 (XP) o 2007/2013

Transcription

1 Creating Mail Merges Instruction Guide For Microsoft Word o 2002 o 2003 (XP) o 2007/2013 Last Update

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3 Table of Contents Introduction... 2 Confirm Version of Microsoft Word... 2 Word Word Word Word HELP... 3 Mail Merge Steps... 3 Export the Data Source... 3 Create the Merge Template... 3 Merge the Data Source and Template... 3 Exporting Data from Wildcat (Data Source)... 4 Creating a Form Letter Merge Template... 8 Microsoft Word Microsoft Word Mail Merge Toolbar...12 Microsoft Word 2007/ Creating a Labels Merge Template...16 Microsoft Word Microsoft Word 2003 (XP)...19 Microsoft Word 2007/ Reusing an Existing Template

4 Introduction This basic instruction guide has been created to assist MAX users in producing Mail Merge Templates using Microsoft Word. Confirm Version of Microsoft Word Before starting a mail merge, please confirm the version of Microsoft Word installed. Word 2003 Open Word and click HELP and ABOUT. Word 2007 Click the Office button at the top left and then clic WORD OPTIONS at the bottom: Word 2013 Click FILE then ACCOUNT. The version of Office is at the right of the screen: 2

5 Word HELP For more information or to create a mail merge at your own pace, use Microsoft Word HELP in Microsoft Word (press F1) and follow the instructions. Mail Merge Steps A mail merge is completed using a three step process: 1. Export the Data Source 2. Create the Merge Template 3. Merge the Data Source and the Template Export the Data Source The data source is the source of the information that will appear on the letter or labels created by the user (names, addresses etc). This booklet gives instructions on how to create the export file from Wildcat. For details on exporting from other programs please contact the software supplier. Create the Merge Template This is the template document that will contain merge fields to allow the Data to appear once the merge has been completed. It can be in the form of a letter, labels, envelopes etc. Merge the Data Source and Template This process will create a new document with all the information required in the form of the template originally created. PLEASE NOTE: If you use the same report each time you create a data source, you DO NOT NEED to create another merge template. You can use the same template each time, as the merge fields will be identical. In this case, skip Step two. 3

6 Exporting Data from Wildcat (Data Source) All reports available in Wildcat can be exported whether for player loyalty, membership or gaming machine related. This export is called the DATA SOURCE. - Open Wildcat - Click Promotions - Click Manager Utilities - Click Reports In the Reports folders, choose the report to export (depending on the information you wish to see in the export). The table below gives an example of reports that could be used for the export file. Birthday Mailout What do I want to do? Full Membership Mailout or by - particular member type - rating grade - gender - age group Members Birthday Which Report would I use? Membership Grouping Detail Unfinancial Members (for cyclic renewals only) Unfinancial Members Members who aren t using the card in the poker machines Membership Renewal (using expiry date) Membership Grouping Detail (sort by status and use Expired Members) Inactive Members Name & Address only Membership Grouping Summary Mobile Phones/ s Patron Export Report Double click on the report you wish to use and follow the prompts. Different reports will have different requirements or settings. The following example is using the Membership Grouping Detail report. 4

7 In the first wizard, choose the Grouping Criteria for the report. Once a group has been selected the options will appear in the white box below the grouping criteria. Click NEXT to move to the next wizard. In this wizard you can split the gender of the members between mail and female otherwise select ALL PATRONS. Click NEXT to move to the next wizard. Define the age group to export or place a tick in the ALL box for all age groups. Click NEXT to move to the next wizard. 5

8 This wizard will default to include only people who are happy to receive communication from the site. Remove the tick (click in the white box) if you want all members to appear in the export file (regardless of whether or not they have the box ticked). Click FINISH and the report will generate on the screen. On the second row of the Reports icons, select the EXPORT option. The Export Report screen will display with the Export File Type (defaulting to Excel Spreadsheet). Using the drop-down box select TEXT-COMMA SEPARATED VALUES. This enables the file to be opened by wordpad as well as excel. Click BROWSE and identify where you would like to save the file. 6

9 The file can be saved to an existing folder on the pc or the network, you can create a new folder or you can drop it to a external hard drive or similar portable storage device. In FILE NAME, give the data source a name and click SAVE. This will take you back to the export data screen. Click OK and Wildcat will export the file. If successful a prompt box will appear. The membership export file has now been created and the Mail Merge can be started. Please Note: Because the program that operates Wildcat uses important site data, all exports will contain information like site ID s, CSS IDs, Membership codes, status etc. Most of these fields are unneccessary for a mail merge and can be ignored when completing the merge. 7

10 Creating a Form Letter Merge Template Microsoft Word 2002 To create the form letter, open Microsoft Word On the Tools menu, click Mail Merge. The Mail Merge Helper will appear. Under MAIN DOCUMENT, click CREATE, and then click FORM LETTERS. The following dialogue box will appear: Click ACTIVE WINDOW. This choice means the document already open becomes the main document. In Step 2 of the Mail Merge Helper dialogue box, under DATA SOURCE, select OPEN DATA SOURCE from the GET DATA list. The following screen will appear: Find the file exported from the Membership program and click OPEN. (If you can't find the file, make sure that you select 'All Files in Files of type list at the base of the screen.) 8

11 The following screen will appear: Select EDIT MAIN DOCUMENT. In the main document, type the letter using the layout that you want to appear in every form letter. Where you want particular names and addresses etc to be, the MERGE FIELDS need to be insterted. Click in the main document where you want the merge field to appear. The cursor should be flashing to indicate it s location. At the top of the computer screen will be an INSERT MERGE FIELD option. Click and the field names from the export file should appear. Click the field name you want to appear in the document. Ensure you make provision for spaces between words. If you plan on using this merge document again, cnce you have inserted the merge fields, save the document (i.e mergelettertemplate.doc). You are now ready to merge the export file and the Form letter. Select the MERGE option from the tool bar. 9

12 After you complete the main document and insert all of the merge fields, click SAVE AS on the FILE menu. Name the document, and then click SAVE. For more information, refer to the Microsoft Word help documentation. The text will appear on the merged fields in the way that the text appears in your database. For example, if all of the members' names are in upper case, they will appear in uppercase in the form letter. If you have not filled in any fields in the database, they may appear blank in the form letter. Microsoft Word 2003 There are 6 steps involved in creating and merging a letter in Word On the Tools menu, point to Letters and Mailings, and then click MAIL MERGE WIZARD. The wizard will appear in a bar on the far right-hand corner of the screen. Under Select document type, click LETTERS. The document you currently have open will become the document in which the form letter will be created. Click Next:Starting document at the bottom right-hand corner of the screen. Select USE THE CURRENT DOCUMENT. 10

13 Select Next: Select Recipients at the bottom right-hand corner of the screen. Select USE AN EXISTING LIST. In the section below this option, click on BROWSE. In the prompt screen that appears, locate the export file that you created from the membership program. Double click on the file or click once and select OPEN. The Mail Merge Receipients screen will appear. Select OK. Click Next:Write your letter to move to the next screen. In this screen, write your form letter. This is the layout that will appear in every form letter. Where you want particular names and addresses etc to be insterted, insert merge fields by using the options shown at right. To show the Merge Fields from your export file, click MORE ITEMS. 11

14 The Insert Merge Field screen will appear (as shown bottom right). Select a field in the list and use the INSERT button to put the field in the form letter. Ensure you make provisions in the letter for spaces between words. When you have finished designing the form letter, select Next: Preview your letter at the Mail Merge wizard. When you are satisfied with your letter, select Next: Complete the merge. At the Complete the merge screen, select EDIT INDIVIDUAL LETTERS. Ensure that ALL is selected and click OK. Your letters will appear in a new document. Select PRINT and the letterw will print. For more information, refer to the Microsoft Word help documentation. The text will appear on the merged fields in the way that the text appears in your database. For example, if all of the members' names are in upper case, they will appear in uppercase in the labels. If you have not filled in any fields in the database, they may appear blank in the labels. Mail Merge Toolbar The mail merge procedure can be completed more efficiently using the Mail Merge Toolbar. Click TOOLS/CUSTOMISE and select the Toolbar TAB. Ensure Mail Merge is ticked and click CLOSE. Moving from left to right, the procedure can be completed using the same procedures as previously listed. To identify the use of each icon, rest the mouse pointer on the icon to show the command line. Reading from Left to right the icons are as follows: Main Document Setup Open Data Source Mail Merge Recipients Insert Address Block Insert Greeting Line Insert Merge Fields Insert Word Field View Merged Data Highlight Merge Field Match Fields Propogate Labels First Record Previous Record Go To Record (Current Record) Next Record Last Record 12

15 Find Entry Check for Errors Merge To New Document Merge to Printer Merge to Merge To Fax Microsoft Word 2007/2013 To create the form letter, open Microsoft Word 2007 or At the top of the screen is an interface bar unique to Word 2007 called The Ribbon. Click on the TAB called Mailings. This will open the Mailings Ribbon. Working from left to right of the Ribbon, click START MAIL MERGE. Select LETTERS to create a from letter. Nothing will happen, this is a command to tell Word that you are creating a letter mail merge. Click on SELECT RECIPIENTS then choose USE EXISTING LIST. Find the export file (created earlier) that will become your data source. You may have to search for the file as Word 2007 will automatically look in the Data Source Folder in Windows Explorer. Once located, double click on the file. 13

16 If the file was saved as a.txt file the following screen may not appear. If it does, ensure the sheet that holds your data is highlighted and click OK. This will take you back to the blank document. You can now create your form letter (type the body of the letter) and insert the merge fields. Position the cursor where you will need to put your merge field and click INSERT MERGE FIELD. Clicking on the down arrow list will display the avilable merge fields. Select the appropriate field and it will appear in the document. Alternatively, if you click on the icon above the words INSERT MERGE FIELD this will display the Merge Screen (similar to Word 2003) and you can select the merge fields from here. 14

17 You can format the merge fields as you go or insert them all in the one instance and then format the fields but positioning the cursor between the >> << separating the fields. Press ENTER to move the fields to a new line or use the spacebar or TAB key on the keyboard to move the fields across. With the formatting complete, you can preview the merged document by clicking the PREVIEW RESULTS button on the ribbon. Alternatively you can click on FINISH & MERGE to complete the merge process. It is recommended to EDIT INDIVIDUAL DOCUMENTS as this will produce an additional file that can be saved and printed at a later date. Choose which option is required (usually ALL) and click OK. Word will create the new document with the merge fields completed. At this point it is recommended to save the new document and the merge template, if it is to be used again. 15

18 Creating a Labels Merge Template Microsoft Word 2002 If you are not using window envelopes, you may wish to create mailing labels to go on the front of the envelopes for your mail out. Custom mailing labelcan use the same export file from the membership program that you used for the form letter. To create custom mailing labels in Microsoft Word 2002 On the Tools menu, click Mail Merge. Under Main document, click CREATE, and then click MAILING LABELS. The following dialogue box will appear: Click ACTIVE WINDOW. The active document becomes the main document. In step 2 of the Mail Merge Helper dialogue box, uncer DATA SOURCE, click GET DATA, then OPEN DATA SOURCE. 16

19 The following screen will appear: Find the file exported from the Membership program and click OPEN. (If you can't find it, make sure that you select 'All Files in the Files of Type list at the base of the screen.) The following screen will appear: Select SET UP MAIN DOCUMENT and the Label Options screen will appear. Select the labels that you intend to print on in the Label product and Product number lists and click OK. 17

20 The CREATE LABELS screen will appear: Using the INSERT MERGE FIELD button, insert all of the fields that you want to appear on the custom mailing label. When you have arranged them appropriately, select OK. If you plan on re-using this layout, save the file now (i.e.labelsmergetemplate.doc). Next, at step 3 of the Mail Merge Helper dialogue box, select MERGE. 18

21 The Merge box will appear: Click the MERGE button. The mailing labels will be generated onto a new document where you can print them out. For more information, refer to the Microsoft Word help documentation. The text will appear on the merged fields in the way that the text appears in your database. For example, if all of the members' names are in upper case, they will appear in uppercase in the labels. If you have not filled in any fields in the database, they may appear blank in the labels. Microsoft Word 2003 (XP) On the Tools menu, point to Letters and Mailings, Click MAIL MERGE WIZARD. The wizard will appear in a bar on the far righthand corner of the screen. Under SELECT DOCUMENT TYPE, click LABEL. Click Next: Starting document at the bottom right hand corner of the screen. At the next stage of the Mail Merge helper, ensure USE THE CURRENT DOCUMENT is selected. The document you currently have open will become the document that the custom mailing labels based off. In the Change document layout section at the bottom of the Mail Merge Help, click LABEL OPTIONS. The Label Options screen will appear. 19

22 Using the options shown, select the labels you intend to print on and then click OK (most labels will have a specific code choosing this code will automatically create a template matching the label code). Once the label type has been specified, click OK. Click NEXT to move to the next section of the Mail Merge helper. Next, select USE AN EXISTING LIST from the SELECT RECIPIENTS section on the Mail Merge Wizard. Click SELECT RECIPIENT LIST and select the file you exported from the membership program. Click OK. The Mail Merge Recipients screen will appear. Select OK. Select Next: Arrange your labels to move on to the next stage. Next, add the merge fields to your document. Click into the first empty label box in the document. Select MORE ITEMS from the Mail Merge Wizard. The Insert Merge Field box will appear: Select the fields (taken from the document you exported from Membership) and add them to the Word document by selecting the field in the list and clicking INSERT. When you have added all the fields, click in the Word document arrange the fields how you want them to appear. For example put First Names and Surname on the same line, separated by a space. press return on the keyboard after each Mail_Address field. put Mail_State and Mail_Post_Code on the same line, separated by a space. 20

23 When you are finished, the fields on the labels should look similar to the picture at right: Click on UPDATE ALL LABELS in the REPLICATE LABELS section. This will copy the fields you inserted to all the labels in the document. Select Next: Preview your labels to move to the next screen. At this stage, preview your labels. Any errors in the data will have come from the file exported from your membership system. If there are blank fields in the export data there will be blank fields in the mailing labels. If all of your data is in capitals, then the mailing labels will also be capitals. Select Next: Complete the merge to move to the next screen. At the last screen of the Mail Merge Wizard, select either: PRINT to send the labels to the printer; or EDIT INDIVIDUAL LABELS to merge them to a final document. The Merge to New Document screen will Select ALL and then click OK. You can then print the labels normally from this final document or save it for future use. Microsoft Word 2007/2013 To create the labels, open Microsoft Word 2007/2013. At the top of the screen is an interface bar called The Ribbon. Click on the TAB called Mailings. This will open the Mailings Ribbon. Working from left to right of the Ribbon, click START MAIL MERGE. Select LABELS to create your label template. 21

24 This will open the labels options screen: Click OPTIONS to enable you to select the type of Labels you will be using. Under Label information you can choose the manufacturer name and the product number of the labels will appear below. If you can t find the labels you will be using, you can access templates from the internet or alternatively create a custom label using the measurements in the CUSTOM setting. Click OK and the labels template will appear. Click on SELECT RECIPIENTS then choose USE EXISTING LIST. 22

25 Find the export file (created earlier) that will become your data source. You may have to search for the file as Word 2007 will automatically look in the Data Source Folder in Windows Explorer. Once located, double click on the file. If the file was saved as a.txt file the following screen may not appear. If it does, ensure the sheet that holds your data is highlighted and click OK. This will take you back to the blank document. You should see <Next Record> on each label. You can now insert the merge fields. Position the cursor where you will need to put your merge field and click INSERT MERGE FIELD. Clicking on the down arrow list will display the avilable merge fields. Select the appropriate field and it will appear in the document. Alternatively, if you click on the icon above the words INSERT MERGE FIELD this will display the Merge Screen (similar to Word 2003) and you can select the merge fields from here. 23

26 You can format the merge fields as you go or insert them all in the one instance and then format the fields but positioning the cursor between the >> << separating the fields. Press ENTER to move the fields to a new line or use the spacebar or TAB key on the keyboard to move the fields across. If you are happy with the layout, font style and size you should now copy this to all the other labels by clicking the UPDATE LABELS button at the top of the page. To complete the merge process click on FINISH & MERGE. It is recommended to EDIT INDIVIDUAL DOCUMENTS as this will produce an additional file that can be saved and printed at a later date. Choose which option is required (usually ALL) and click OK. Word will create the new document with the merge fields completed. At this point it is recommended to save the new document and the merge template, if it is to be used again. 24

27 Reusing an Existing Template If you wish create another letter or label merge using the SAME template but different data: 1. Create the new export file using normal export procedures. Ensure the new export file has identical row headings and the same filename as previously used. 2. Open the Merge Template file 3. Click SELECT RECIPIENTS (2007), OPEN DATA SOURCE (2003) or GET DATA (2000) 4. Find the export file and double click to open. 5. Click Merge (or FINISH & MERGE) and the new data will merge into another document which can be printed. Please Note: When closing the Merge Template, don t save any changes and the template can be used again. These steps can ONLY be used if the export file has the SAME HEADER ROWS. The MERGE FIELDS will need to match the headow rows to successfully merge a data source. 25