MAIL MERGE FWIS COMPUTER SECTION BY MR. BASIM SHAHIN

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1 MAIL MERGE FWIS COMPUTER SECTION BY MR. BASIM SHAHIN

2 COMPLETE A MERGE A merge generally takes two files: a main document and a data source file. The main document contains the standard text and/or the fields that identify where variable information will be inserted during the merge. The data source file contains the variable information that will be inserted into the main document.

3 COMPLETE A MERGE CONTINUED Mailings tab

4 CREATE A DATA SOURCE FILE Before you actually create the main document, you must determine the type of variable information you will need to insert into that document and create a data source file. Word provides predetermined field names for this purpose. Use these field names if they represent the data you are creating. Variable information in a data source file is saved as a record. A record is a series of fields, and each record contains all of the information for one unit (for example, a person, family, customer, client, or business). A data source file is a series of records.

5 CREATE A DATA SOURCE FILE CONTINUED To create a data source file: 1. Click the Mailings tab. 2. Click the Select Recipients in the Start Mail Merge group. 3. Click the Type New List option at the drop-down list. 4. Type the data in the predesigned or custom fields. Select Recipients 5. Click OK.

6 CREATE A DATA SOURCE FILE CONTINUED The fields in one row make a record.

7 CREATE A DATA SOURCE FILE CONTINUED To customize the predesigned fields: 1. At the New Address List dialog box, click the Customize Columns. 2. Click the Add, Delete, or Rename s in the Customize Address List dialog box. 3. Click OK or Yes at any confirmation dialog boxes. Customize Address List dialog box 4. Click OK to return to the New Address List dialog box.

8 CREATE A MAIN DOCUMENT To create a main document: 1. Click the Mailings tab. 2. Click the Start Mail Merge in the Start Mail Merge group. 3. Click the desired document type at the drop-down list. 4. Type the main document text and insert fields as needed. Start Mail Merge

9 Create a Main Document continued To insert address fields: 1. Click the Mailings tab. 2. Click the Address Block in the Write & Insert Fields group. 3. At the Insert Address Block dialog box, click the OK. Address Block

10 Create a Main Document continued Insert Address dialog box

11 Create a Main Document continued To insert greeting line fields: 1. Click the Mailings tab. 2. Click the Greeting Line in the Write & Insert Fields group. 3. At the Insert Greeting Line dialog box, make the desired changes. 4. Click OK. Insert Greeting Line dialog box

12 Create a Main Document continued To insert a field: 1. Click the Mailings tab. 2. Click the Insert Merge Field arrow in the Write & Insert Fields group. 3. Click the desired field in the dropdown list. Insert Merge Field arrow

13 Preview a Merge To view the main document: 1. Click the Mailings tab. 2. Click the Preview Results in the Preview Results group. Preview Results

14 Preview a Merge continued First Record Previous Record Go to Record Next Record Last Record

15 Merge Documents To merge documents and create a new document: 1. Click the Mailings tab. 2. Click the Finish & Merge in the Finish group. 3. Click the Edit Individual Documents at the dropdown list. 4. Make sure All is selected in the Merge to New Document dialog box. 5. Click OK. Finish & Merge

16 Merge with Other Data Sources Word saves a data source as an Access database with the.mdb file extension. You can use other data sources to merge with a main document such as a Word document containing data in a table, an Excel worksheet, an Access database table, and an Outlook contacts list.

17 Merge with Other Data Sources continued To match fields: 1. Click the Mailings tab. 2. Click the Match Fields in the Write & Insert group. 3. At the Match Fields dialog box, click the downpointing arrow at the right side of the field you want to match. 4. Click the desired field at the drop-down list. Match Fields dialog box

18 Merge with Other Data Sources continued To use an Access database table as a data source: 1. Click the Mailings tab. 2. Click the Select Recipients in the Start Mail Merge group. 3. Click the Use Existing List option at the drop-down list. 4. Navigate to the desired folder and double-click the desired file. 5. At the Select Table dialog box, click the desired table. 6. Click OK. Select Table dialog box

19 THANK YOU

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