A23-First Travel Choice Mail Merge

Transcription

1 A23-First Travel Choice Mail Merge At a blank document click the MAILINGS tab, click the Select Recipients button in the Star Mail Merge group, and then click Type a New List at the drop-down list. 1. Click the Customize Columns button located toward the bottom of the dialog box. 2. At the Customize Address List dialog box. Click Company Name to select it and then click the Delete button. 3. At the message that displays, click Yes button 1 4. Complete steps similar to those in s 3 and 4 to delete the following fields: Address Line 2, Country or Region, Home Phone, Work Phone, and Address Click the Add button At the Add Field dialog box, type Membership and then click OK. 8. Click the Add button, type Discount, and then click OK. 9. Click OK to close the Customize Address List dialog box. 10. At the New Address List dialog box with the insertion point positioned in the Title field, type Mrs. And then press the Tab key. 11. Continue typing text in the specified fields as indicated in Figure 4.5. After entering all of the information for the last client in Figure 4.5, click the OK button. 12. At the Save Address List dialog box, go to your folder. Click in the File Name text box, type A23-FCT Data Source, and then press Enter. Figure

2 13. Download from my web page the A23-FCT MainLetter and save it into your folder 14. Insert A23-FCT Letter from your folder as a Text from file (Insert Object Text from file) 15. After complete the letter save it as A23-FCT Main Letter 16. Make all the necessary changes to the Main letter add header, footer, picture and insert fields (see example below)

3 17. Click the MAILINGS tab, click the Select Recipients button in the Start Mail Merge group, and then Use an Existing List at the drop-down list. 18. At the Select Data Source dialog box, navigate to your folder and then double-click the document named A23-FCT Data Source 19. Move the insertion point a double space above the first paragraph of text in the letter and then click the Address Block button in the Write & Insert Fields Group. 20. At the Insert Address Block dialog box, click OK. 21. Press the Insert Greeting Line dialog box, click the down-pointing arrow at the right side of the option box containing the comma (the box to the right of Mr. Randall) and then click the colon at the drop-down list. 22. Click OK to close the dialog box Move the insertion point to the end of the first paragraph, type With your, press the spacebar, and then insert the Membership field by clicking the Insert Merge Field button arrow at the drop-down list. 24. Press the spacebar and then type.membership, you will receive an additional. 25. Press the spacebar and then insert the discount field by clicking the insert merge. Field button arrow and then clicking discount at the drop-down list Press the spacebar, type discount, and then type a period. The sentence you just typed should look like this: with your <<Membership>> membership, you will receive an additional <<Discount>> discount 27. Click the save button on the quick access toolbar.

4 28. Merge the letter with the record in data source, begin by clicking the finish and merge button in the finish group on the mailings tab and then clicking edit individual documents at the drop-down list. 29. At the merge to new documents dialog box, click ok button. The letters are merged with the records and display in a new document 30. Save the merged letters in the normal manner and the name the document A23-FCT Merged Letters 31. Save and then close A23- FCT Merged Letters 32. Click and Close all open documents 33. At a blank document, prepare envelopes for the four letters. Begin by clicking the mailing tab, clicking the start mail merge button hen clicking envelopes at the drop-down list. 34. At the envelopes option dialog box, click ok 35. Click the select recipients buttons in the start mail merge group and then click use an existing list at the drop-down list. 36. At the select data source dialog box, navigate to the words4 folder and then double click A23-FCT Data Source 37. Click in the approximate location in the envelope in the documents where the client name and address will appear. 38. Click the address block button in the write and insert field group. 39. At the insert address block dialog box, click ok 40. Click finish and merge button in the finish group and then click edit individual documents at the dropdown list. 41. At the merge to new documents dialog box, click ok 42. Save the merge envelopes document and name it A23-FCT Merged Envelopes 43. Save A23-FCT Main Letter 44. Close All documents (Skip steps 43-45) 2 7

5 Creating Mailing Labels 46. Click Start Mail Merge 47. Click Labels 48. Scroll and click 30 - per page (2 nd option) 49. Click Select Recipients 50. Click Use Existing List 51. Go to your name (Ex. P1 - Garcia, Juan) 52. Double Click A23 - FTC Data Source 53. Click Inside the first box if is not selected already 54. Click Address Block to insert field into the document 55. Click OK 56. Click Update Labels 57. Click Finish & Merge 58. Click Individual Document 59. Click OK 60. Start A New Document 61. Click Mailings 62. Your Document should look like Figure Save the Labels as A23-FTC Merged Labels 64. Save the 2 nd document as A23-FTC Main Label