Intermediate Microsoft Word: Mail Merge, Envelopes & Labels
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- Thomasina Palmer
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1 Welcome to Teach Yourself: Intermediate Microsoft Word: Mail Merge, Envelopes & Labels This Teach Yourself tutorial explains the mail merge, envelope and label features on Microsoft Word 2003, a word processing program. This is the same tutorial we use in our Intermediate Microsoft Word: Mail Merge, Envelopes & Labels class, but it has been adjusted so you can take the course on your own. If you would like to attend Intermediate Microsoft Word: Mail Merge, Envelopes & Labels or any other class offered by LFPL, just go to the LFPL website and click on Events on the left side of the screen to find when and where the next class meets. Intermediate Microsoft Word: Mail Merge, Envelopes & Labels Class learning objectives 1. What is Mail Merge Main Documents Data Sources o Fields o Records Sorting and Filtering 2. Creating a Form Letter & Data Source Creating & Customizing a new Data Source Using an existing Data Source 3. Creating Mailing Labels 4. Creating Envelopes 5. Additional Mail Merge Features Sorting data Filtering records
2 What is Mail Merge? Once you have learned the basics of Microsoft Word, you will find it has many useful features. Mail Merge is a feature of Microsoft Word that allows you to produce personalized letters and mailing labels from a mailing list. It is often used when you are sending the same document, such as a form letter, to a lot of people. As you can imagine, this feature is used frequently in business settings for advertisements and newsletters, but it can also be used at home for such things as sending out holiday cards. Before we begin, we need to learn some vocabulary surrounding mail merge. Main Document The Main Documents is the document that you want to personalize and send to multiple people. It could be a form letter, an announcement, an advertisement, an envelope or a mailing label. Data Source The Data Source is like a database that contains information on the people or business on your mailing list. The Data Source is made up of fields, which are categories of information (such as city, state, address, or phone number ), and records, which are the individual listings of each person on your mailing list. Once you have created a Data Source you can use it over and over again. Existing Access and Excel files with mailing list information can also be used as a data source. Sorting It is possible to arrange the records in your Data Source in a particular order alphabetically or numerically. This is called sorting. Query It is possible to be selective about which records you want to merge into your Main Document. This filter is called a query. There are essentially 3 parts to the Mail Merge Process: 1. Creating a Main Document 2. Creating/Designating a Data Source 3. Merging the two together. We have three mail merge projects for today: 1. Create a Form Letter 2. Create a sheet of Mailing Labels 3. Print on Envelopes 2
3 Creating Form Letters & New Data Sources 1. Open Microsoft Word. 2. Click on Tools Letters and Mailings Mail Merge. The Mail Merge tool opens in the task pane. You will navigate through the steps of the Mail Merge tool by making selections and then advancing to the next step. Step 1: Select the desired document. Select Letters. Step 2: Starting Document Select Use the current document. Step 3: Select recipients Select Type a new list. We will create a mailing list that can be used for the form letter project and the other mail merge projects we will do in this class. Click on Create. A form for entering the names and addresses of recipients is created. You can customize the fields that appear on the form by clicking on Customize. You can add, delete or rename fields in the form. You can also adjust the order in which the fields appear. Customize the form to display the just the following fields, then click on OK. First Name Last Name Address Line 1 City State Zip Code Birthday (added field) Once you have adjusted the fields listed and clicked on OK, a data entry form should appear. Enter the following records into the data form. Between records, click on New Entry to add the next entry. Elvis Presley 123 Lonely St. Memphis TN January 8 th Peter Cottontail 45 Bunny Trail Los Angeles CA June 4th Elwood Blues 1060 W. Addison St. Chicago IL December 27th Notice that there are options to delete an entry, find an entry, and filter and sort the entries. To navigate between entries, click on First, Previous, Next or Last or type in the record number. When you close the form window, you will be prompted to save the data source. Save as Data Source on 3 ½ Floppy A. Roseanne Connor 714 Delaware St. Lanford IL December 12th 3
4 Step 4: Write your letter. When writing a letter, you customarily include the following: The date An internal address block A greeting line The body of the message A closing line Let us type the following letter. The highlighted areas are inserted dates or inserted fields from your data source. July 21, 2009 «AddressBlock» «GreetingLine» According to our files we see that your birthday will be coming up on «Birthday».Since you celebrated your birthday last year at our restaurant, we hope to see you again this year. A complimentary birthday dessert is waiting for you. Sincerely, Eddie Haskel To insert a date, 1. Click on Insert in the main menu area. 2. Click on Date and Time. 3. Select the desired format. 4. Click on OK. To insert an address block, 1. Click on Address block in the task pane 2. Select the desired format (Joshua Randall Jr.) 3. Click on OK. To insert a greeting line, 1. Click on Greeting line in the task pane. 2. Select the desired greeting format. 3. Click on OK. To insert an individual field from your data source, 1. Click on More items in the task pane. 2. Select the desired field 3. Click on Insert. Step 5: Preview your letters Use the double arrows (<< and >>) in the task pane to preview what the form letter will look like with the recipient information. Step 6: Complete the merge The final merge will take place in this step. You can choose to print immediately or to edit individual letters. Select Edit individual letters. Select All and OK to merge. A new document will open with a letter for every recipient. 4
5 Creating Mailing Labels 1. Open Microsoft Word. 2. Click on Tools Letters and Mailings Mail Merge. The Mail Merge tool opens in the task pane. You will navigate through the steps of the Mail Merge tool by making selections and then advancing to the next step. Step 1: Select document type Select Labels as the desired document type. Step 2: Starting document Select Change document layout. Select Label Options, choose the Avery Standard 5160 address labels and OK. Step 3: Select recipients Select Use an existing list. Click on Browse and open the Data Source you saved to 3 ½ Floppy A. A list of recipients in your data source will appear. If there is anyone you do not wish to send the mailing to, you can uncheck their name from the list. Click on OK. Check/Uncheck Step 4: Arrange your labels Select Address block o Choose the desired address block format (Joshua Randall Jr.) and OK. Click on Update All Labels. Step 5: Preview your labels If you wish to further edit your recipient list, click on Edit recipient list. Step 6: Complete the merge Select Edit individual labels. A new document will open with a label for every recipient. Creating Envelopes 1. Open Microsoft Word. 2. Click on Tools Letters and Mailings Mail Merge. The Mail Merge tool opens in the task pane. You will navigate through the steps of the Mail Merge tool by making selections and then advancing to the next step. 5
6 Step 1: Select document type Select Envelopes as the desired document type. Step 2: Starting document Select Change document layout. Click on Envelope options. Select the desired envelope size and make any desired adjustments to the placement or font of the delivery address and return address. Click on OK. Step 3: Select recipients Type your return address in the box in the upper left corner of the envelope. Select Use an existing list on the task pane. Click on Browse and open the Data Source saved to 3 ½ Floppy A. Step 4: Arrange your envelope Click on the lower middle portion of the envelope and a box for the delivery address should appear. Click inside the box. Click on Address block on the task pane. Choose the desired address block format (Joshua Randall Jr.) and OK. At this time you can also select different text areas on the envelope and use the formatting toolbar to make font adjustments. Step 5: Preview your envelopes Make any last minute adjustments to the recipient list. Step 6: Complete the merge Select Edit individual labels. Select All and OK to merge. A new document will open with an envelope for every recipient. 6
7 Sorting & Filtering Recipient Lists You can edit your recipients from an existing list in step 3, and from a new or existing list in step 5 of the mail merge process. You may wish to apply a sorting order to the recipient list to make it easier to mail batches of form letters or envelopes. apply a filter to the recipient list to be more selective about who in your data source receives the document (form letter, mailing label, envelope). Click on Edit recipient list then click on the Edit button. Edit When the form appears, click on the Filter and Sort button. Filter and Sort Under the Sort Records tab, select the field you wish to sort by first, second, and third. Under the Filter Records tab, select the fields you want to filter by and the comparison terms you wish to use. Enter the filter criteria. If you have multiple criteria, you can join them with OR or And. And means that all of the criteria must be met. Or means that either one can be met. 7
8 Click on OK, Close, and OK to apply the changes you made. The Help Menu If you have a question about Excel that you need answered right away, you might want to consult the Help menu. The help menu has two interfaces: the Office Assistant and the standard Help menu. Let s examine the Office Assistant first. You ve probably seen it before it s a little dog, cat, paperclip, etc that you can click on to get help. If you don t see it, click Help on the main menu bar. Then click Show the Office Assistant, and the Office Assistant will appear. Once it appears, or if it was already visible, click on it to begin interacting with it. Click Show the Office Assistant, and the Office Assistant will appear if it s not already visible. Clicking on the Office Assistant opens up a search bar into which you can type your help topic. Type create a chart (without the quotes) into the search bar, and click Search. You will see a task pane appear on the right side of the screen listing (usually) 30 results. You should see your help topic at or near the top of the list. Click on it to open another task pane with the solution to your problem. Close the two task panes when done. Customizing the Office Assistant Click on the Office Assistant again and click Options. Here you can change the look and behavior of the Office Assistant. You will see two tabs: Gallery and Options. Click on the Gallery tab. Here you can change the look of the Assistant. Click the Back and Next buttons to move back and forth between the selections. If one of these two buttons becomes grayed out, you must go in the opposite direction by pressing the other button. 8
9 Click Gallery to choose another character. Click Back and Next to cycle between them. Once you ve examined the different characters, click the Options tab. Options presents several checkboxes with which you can customize the Assistant. Scan these over, and then uncheck the one at the top left that says Use the Office Assistant, and then click OK. The Office Assistant will disappear. Click the Options tab to customize the Assistant s behavior. Uncheck Use the Office Assistant to turn it off. Now let s take a look at the standard Help menu. Click Help on the Main Menu Bar. Next, click Microsoft Office Excel Help. This will open a task pane on the right side of the screen. Type create a chart into the search bar provided, and then click the white arrow. You will see another task pane with the same 30 results you saw earlier. In other words, you get the same level of help whether or not you use the Office Assistant. Click Help and then Microsoft Excel Help For Further Reading and Learning Thank you for attending Intermediate Microsoft Word: Mail Merge. For further reading, search the library catalog for the subject Microsoft Word. Please consider building your research and/or technological skill sets by taking another class with us. Learn more about upcoming classes on the library's website, or in the Computer Learning Center brochure. 9
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