Word: Mailing Lists and Mail Merge

Word: Mailing Lists and Mail Merge

TRWL Word: Mailing lists and Mail Merge How to Use this User Guide This handbook accompanies the taught sessions for the course. Each section contains a brief overview of a topic for your reference and then one or more exercises. This book includes plenty of exercise activities more than can usually be completed during the hands-on sessions of the course. You should select some to try during the course, while the teacher and demonstrator(s) are around to guide you. Later, you may attend follow-up sessions at ITLP called Computer8, where you can continue work on the exercises, with some support from IT teachers. Other exercises are for you to try on your own, as a reminder or an extension of the work done during the course. Text Conventions A number of conventions are used to help you to be clear about what you need to do in each step of a task. In general, the word press indicates you need to press a key on the keyboard. Click, choose or select refer to using the mouse and clicking on items on the screen. If you have more than one mouse button, click usually refers to the left button unless stated otherwise. Names of keys on the keyboard, for example the Enter (or Return) key are shown like this ENTER. Multiple key names linked by a + (for example, CTRL+Z) indicate that the first key should be held down while the remaining keys are pressed; all keys can then be released together. Words and commands typed in by the user are shown like this. Labels and titles on the screen are shown like this. Drop-down menu options are indicated by the name of the options separated by a vertical bar, for example File Print. In this example you need to select the option Print from the File menu or tab. To do this, click when the mouse pointer is on the File menu or tab name; move the pointer to Print; when Print is highlighted, click the mouse button again. A button to be clicked will look like this. The names of software packages are identified like this, and the names of files to be used like this. ii IT Learning Programme

TRWL Software used Word 2013 Windows 7 Files used DelegateNames Events 100Names Appointments Letter Appointments List Creative Courses Letter Creative Courses Student Bookings Jales Computer Customers Jales Computer Suppliers Invoice Spreadsheet Database Excel Word Excel Word Excel Word Word Revision information Version Date Author Changes made 1.0 1.1 February 2013 October 2014 Jean Glendinning Traci Huggins Created Formatted 2.0 July 2015 Traci Huggins Office 2013 Copyright Traci Huggins makes this document available under a Creative Commons licence: Attribution, Non-Commercial, No Derivatives. Individual resources are subject to their own licencing conditions as listed. Screenshots in this document are copyright of Microsoft. The Oxford University logo and crest is copyright of Oxford University and may only be used by Oxford University members in accordance with the University s branding guidelines. IT Learning Programme iii

TRWL Word: Mailing lists and Mail Merge Contents 1 Introduction... 1 1.1. Topics... 1 1.2. Related courses... 1 2 What is mail merge?... 2 2.1. How does it work?... 2 2.2. What is a list?... 2 2.3. What kind of document can be used?... 2 3 Step by step instructions... 3 3.1. Create the data file or list... 3 3.2. Next: create the letter... 3 3.3. Starting the mail merge... 4 3.4. Final step: merge the files... 8 4 Variations on the basic merge... 9 4.1. Filtering records... 9 4.2. Repeating a merge... 11 4.3. Adding to the data set... 11 5 Merging to labels... 13 6 Merging to email... 15 7 Merging with other sources... 17 7.1. Merging with Excel... 17 7.2. Merging with Access... 18 8 Creating a Directory using Mail Merge... 19 9 Exercises... 24 iv IT Learning Programme

1 Introduction One of the most useful things to be able to do with a word processor is to be able to do Mail merge. This course takes you through the various options with suggestions on how to make the most of this facility. The course will start with a demonstration of techniques accompanied by practical hands on activities. The second part of the course will be workshop based with participants encouraged to bring examples of their own problems for solving. 1.1. Topics Creating Labels Multiple Letters Linking to Excel or Access By the end of the session the participants will be able to: Set up labels and use them with a mail merge Merge information into letters and forms Use data from Excel or a database 1.2. Related courses Working with Word Using styles for reports Reviewing documents There are other Word courses available through the ITLP web site IT Learning Programme 1

2 What is mail merge? Mail merge is a way of combining lists of information into a standardised document. The most common example people see is on junk mail that comes to you either through the post or via email. We are not going to encourage you to create Junk mail however but to learn to use a useful tool which can speed up your daily processes as long as you remember to use it! 2.1. How does it work? In order to do a mail merge there are three steps that you have to take. Have a list of items to be merged Have a document to merge into Merge the two Items one and two can be created in any order but the magic happens when you combine them. 2.2. What is a list? The list (or data source) can be a table in Word an Excel spreadsheet or a table or query from a database Of course there are a few details about each of these that you have to be careful about but essentially any one of them can be used. When you create a mail merge the columns headings are used to identify the information that will be placed in the document. Remember that it is not necessary to have anything else other than the headings at the top of the file. 2.3. What kind of document can be used? Here there are a variety of choices: A letter Labels An email A long report An invoice One thing to remember about these documents is that they can be used over and over again; sometimes by using the same list of people or items and sometimes with a different list. When you have mastered the technique you will find all sorts of ways to use it. Once a document has been set up to be a Mail merge file it will continue to be one, automatically linked to the data file you selected. 2 IT Learning Programme

3 Step by step instructions We are going to work through the process using a straight forward list created in Word and a standard letter. Scenario: Sending joining instructions to people going on courses. 3.1. Create the data file or list 1. Open Word 2. Create a 7 by 5 table 3. Click on Insert Table, drag over the square to select 7 x 5 In the top row we are going to put the labels for the list, then the details to be merged. Note: please make sure that when you are typing up information to be used during a Mail Merge that you make sure that you leave no blank lines/spaces at the top of the document. If you do when you load the recipients then Word will expect the first data to be at the top of the page, if it isn t then Word will state that there is no data to merge! Type the following data: Figure 1: Data for Mail Merge Save this document in on your Desktop as StudentITCoursesNames. Then close the file. 3.2. Next: create the letter Open a blank document in Word Create something that looks like the letter below see figure 2. IT Learning Programme 3

Figure 2: Mail Merge letter Save the file as IT Dept Courses Letter on the Desktop. You can see that the letter doesn t make a lot of sense yet we need to add the codes from the dataset in the places where we want the information. To do this we must first join the StudentITCoursesNames file to the IT Dept Courses Letter. Once the letter and recipients list has been created you will then need to start the Mail merge process. 3.3. Starting the mail merge On the Mailings ribbon select Start Mail Merge: 4 IT Learning Programme

Figure 3: Mail Merge Ribbon Next you need to choose letters you can see from figure 4 that you have the option of creating email messages, envelopes, labels and directory mail merge. Figure 4: Selecting type of Mail Merge Next step is to Select Recipients, this then gives you the option to either choose a list (data source) that has already been created, type a new list or use your Outlook Contacts for email Mail Merge, see figure 5. Figure 5: Select Recipients for Mail Merge In this instance you will be using an Existing List which you will need to navigate to the student files on the H:/ Drive the teacher will instruct you where to locate these. Navigate to your StudentITCoursesNames folder and select the IT Dept Courses Letter file. When you have done this you should notice that more of the buttons on the Mailings ribbon are available and are no longer greyed out. IT Learning Programme 5

Figure 6: Mail Merge ribbon ready to start merging the data With your letter open next position your cursor where you want to place the information in the letter. Click in the line <<Fname>> <<Surname>> On the Mailings Ribbon Click the bottom half of the Insert Merge Field Button and you will see the list of field names from the StudentITCoursesNames file, See figure 7 below; (You get something slightly different if you click on the top part.) Figure 7: Insert Merge Fields into your document Click on the First_Name field. This places a code into the document. (Making sure that you remove <<Fname>> and <<Surname>> otherwise they will appear on your merged document.) Type a space if you do not type a space then all the words will just run into each other. Click on the Insert Merge Field again and select Last_Name Next move down to <<Dept>> then add the Dept field name in the same way Move the cursor to the next position, just after the word Dear, and then insert the First_Name field again. (You can use the fields more than once in the same document) 6 IT Learning Programme

Add the Deposit Paid, Course, Date and Final Payment field codes in the main body of the letter. Now the document should look like this: Figure 8: Letter with merged fields highligted The codes are shown highlighted in this example this can be turned on or off using the button on the toolbar. It makes it easier for you to see where the codes have been placed. When the document is in this state you can preview what the merged information will look like before you Finish & Merge. Click on the Preview Results button on the Review Results section. But remember this is just a preview and not the merged file. You can now check the document and make sure that you haven t left out any spaces and that the document looks OK. IT Learning Programme 7

Figure 9: Preview results 3.4. Final step: merge the files The final button on the ribbon is the Finish & Merge. To create the merged document chose Edit Individual Documents. This creates a new file with each record merged to a letter. It allows you to check what you have got before you print it or email it. When you choose this option you are then asked if you want to merge all records or a selection. Merge all for now and the programme creates another file called Letters1 which contains the combined data. Figure 10: Finish and Merge Options You can now check the final document and go ahead and print it if that is to be the final output. I think it is always a good idea to check by doing this final merge even if you are going to output it to an email. It gives you the opportunity to see what will be sent prior to dispatch. As well as give you the opportunity to correct any errors that might be in the document before it is merged and ready to be sent/printed. 8 IT Learning Programme

4 Variations on the basic merge There are variations to this. You can filter the number of items that you are going to merge and you can specify how many records you are going to merge. 4.1. Filtering records Sometimes you may have a large dataset and only want to use some of the records within it. It is possible to make a selection from within Mail merge. On our example letter we want to send the letters only to the CSS Essentials Class. Click Edit Recipient List and the dialogue box showing the data will appear. Figure 11: Edit mail merge recipients The list we are using is very short so the quickest way of selecting is to use the tick boxes. But we can also use the filter selection to make selections according to the fields or other criteria. Clicking the Filter option on the dialog box brings the Query Options Dialog box up. This has two tabs one for Filtering and one for Sorting. The Filter one allows you to set criteria for each field that is in the data set (even if it is not being used in the mail merge document) IT Learning Programme 9

Figure 12: Filter and Sort records in Mail Merge The query options follow the normal query syntax rules. Try entering the following: Course Equal to CSS Essentials. Figure 13: Filter syntax Figure 14: Results filtered out for CSS Essentials You should get the three people who are enrolled on the course. The filter will stay with the document, so remember to clear the query criteria if you want to merge to all of the records again. The Clear all button is at the bottom of the Query Options dialog box. 10 IT Learning Programme

4.2. Repeating a merge You can see from the previous task that we reused the same data source for a different merge. This is one of the useful things about keeping your data in a tabulated format. It can be used over and over again and it can be added to and edited. 4.3. Adding to the data set Open the file Creative Course Student Bookings and add two columns to the right of the table. You can do this by clicking in the last column and selecting the Table Tools Layout Ribbon and then the Insert Right button twice in the Rows and Columns group. The new column headings should be called Equipment and Lunch then add the following text for each of the courses, Knitting for beginners, Basic bread making and Introduction to Stained Glass. Figure 14: New columns added to the Student List Save the file. Now we can use the updated file in our letter. Open the IT Course Letters Students. When you do this you will get a message that is telling you that the document in is a mail merge document and it has links with a data file. Click yes as you want to continue with this process. IT Learning Programme 11

Figure 15: Reopening up a letter which has already been used for Mail Merge When the document is open change the data in the letter to show information about equipment and lunch so that it looks like the example below. Figure 16: Letter with new merged fields added When you merge the document now you will see the extra paragraphs added onto the letter. 12 IT Learning Programme

5 Merging to labels The process for merging to Labels is the same as for letters the difference is the document that you use. Basically the document is set up as a table and the details are merged to individual cells in a table. Start with a blank document and choose Start Mail Merge choose the labels option. At this point you will be asked what type of label you want to use. This is usually found on the box of labels and you should be able to pick from a drop down list to find the correct size. Figure 17: Label Options It is possible to create your own template as well though. If you choose the Details button you can see the different measurements available to adjust. This is useful if you need to tweak the settings. Figure 18: Setting up the labels When you have chosen the label size you will return to the main document. At this point you may be able to see the table layout but if not click on the Table Tools Layout ribbon and select the View Gridlines button IT Learning Programme 13

Next you need to choose your data source. Click the Select Recipients button and select Use Existing List. Navigate to the data source. In this case we ll use the same one as before StudentNames. The document will then look a bit like this; each cell apart from the first one has a Next Record field code in it. Figure 19: Labels In the first cell you need to add the merge fields for the information that you require to appear on the labels. Use the Insert Merge field button to place the codes into the Label document. This is the same procedure as in part 3.2 above. Now you need to copy the merge fields that are in the first cell into all of the other cells of the table. Click the Update Labels button and this is all done for you. Your document will look something like this. Figure 20: Merged labels Now you can proceed with the merge. Remember it is a good idea to Preview the document before merging it and to use Merge to print so you can check what the output will be like before printing on the labels. 14 IT Learning Programme

6 Merging to email Merging to email is very similar to merging to a document. It is frighteningly fast and my advice is to merge one record to your own email and use that as the practice run. That way you can see what you will be sending out. Otherwise when you press the Merge to email button you don t get the opportunity to change your mind or check what you have sent! Edit the StudentNames file to have another column and add the email addresses as shown. Figure 21: Editing a data file by adding another column Add yourself as a test record at the bottom, include your real email address. Save the file Set up the merge document as previously - only this time choose Start Mail Merge Email message. You might notice that the view of your document changes slightly at this point. It goes from Print Layout to Draft (check the buttons at the bottom left of your screen. Link to the data set using the Select Recipients Button, use the same data file as we have previously StudentNames (we will have to add another field to this which contains the email addresses). It is worth noting at this point that it is possible to link to an Outlook Contacts list. Create your document as shown below. Figure 22: Letter created to add email addresses to IT Learning Programme 15

When you have previewed it and checked that is correct then click the Finish and Merge button and select Send Email Messages The Merge to e-mail dialog box appears. Click and select the Email field from the drop down box by the To: option. Type Course Confirmation in the Subject line and then click the From radio button and type 5 To 5. Figure 23: Merging options for Email As the record with your own details in is the fifth one in our example dataset it should go to your own email address and you can check to see if it is OK before you send out all of the emails. When you click OK on this screen you just go back to the Mail merge document, there is no feedback to say that the messages have gone. But if you check in you inbox you will hopefully find your test message there. If you are happy with it, then proceed with the whole lot. Figure 24: Merged options completed for Email Merging to email is a very powerful tool. The good thing about it is that each person is getting an individual message so you are not spreading everyone s email addresses across the ether, nor do you have to use the BCC field in the email. The danger is that you send something to lots of people without checking accuracy beforehand. 16 IT Learning Programme

7 Merging with other sources So far we have always used another Word document as the data source for the merge, but it is easy and useful to be able to merge with data from other programmes. The common Microsoft sources are Excel and Access 7.1. Merging with Excel The main thing to remember about the setup of an Excel file that is going to be used as a data source is that Row 1 of the sheet should contain the field names and that you should not leave any completely blank rows or columns amongst the data. Prepare the main merge document as normal. This will work with all of the different merge types. To save you creating something from scratch use the Word file Feedback Form.docx to merge with the data. When you select the data source, click the Use Existing List as before. This time navigate to the Excel data source called DelegateNames (it is basically the same data as in the student names file but held in Excel). Figure 25: Choosing a data sheet for merging data from Excel When you select the file the Select Table dialog box appears. You need to pick the sheet that has the data on it before you proceed. In this case the data is held on Sheet1 so just click OK. You are returned to the main mail merge document and can proceed as before. Insert the merge fields onto the Feedback form as below. Then merge as normal. Figure 26: Adding merged fields to a form IT Learning Programme 17

7.2. Merging with Access You can do the same process with an Access database This time set up the merge document to be labels using the settings shown here. We could do this with any type of merge documents but this is to help you practise. Figure 27: Label Options When you have chosen the document type we need to link it to the data file. I this case it will be to a query within the Access database that has drawn together all of the fields we want to use. Click the Select Recipients dialog box and choose the Access database Events In the same way as in Excel the programme will ask which element of the programme you want to link to. Figure 28: Choosing your Access data file We will choose Delegates which is labelled as a VIEW and is an Access query. Create the labels as follows. And merge in the normal way. Figure 29: Merged fields in Access 18 IT Learning Programme

8 Creating a Directory using Mail Merge Open a blank word document then Select Mailings from the Ribbon next select start Mail Merge. Figure 30: Choosing the Start Mail Merge to start a Directory When you click on Start Mail Merge choose Step by Step Mail Merge Wizard. Figure 31: Choosing the Mail Merge Wizard You will then notice that you have a Mail Merge menu appear on the right hand side see screen print below; From this menu you will need to select Directory, this is situated on the right hand side at the top. IT Learning Programme 19

Figure 31: Selecting the document type Next you need to click on Next: Starting Document situated at the bottom of the page. You are going to use the blank document that you have opened, so at this point you need to select Use the current Document. Figure 32: Mail Merge process 20 IT Learning Programme

At the bottom of the page select Next: Select Recipients. Make sure that use an existing list has been selected and then click Browse and locate the file 100names. Note: make sure that you have selected the top option for 100names. Figure 32: Choosing the table for the data At this point you can edit the recipient list if you do not want certain people to be in your directory (we are not going to do this at this point). Click on Next: Arrange your Directory. You then have the option to arrange how you want your directory to look on the page. It is advised at this point that you click on More items, this will then give you the options opposite to choose which fields you would like to be displayed in your directory. Figure 33: Choosing the fields for your Directory IT Learning Programme 21

Select FirstName and click OK, this will then appear on your Word Document, leave a space then Click on More items and choose LastName and click OK. Hit enter before you insert the company name underneath the FirstName and LastName as shown below. Note: Make sure that you leave a clear line space after the inserted field Company (if you don t leave a clear line space when you merge the data into the document they will just flow into each other as one continuous paragraph!) Click Next: Preview your directory from the bottom of the page You will then see the following merged fields added to your page to show you how they will be displayed once all the data has been merged into the document. Figure 34: Merged fields in your Directory The click on Next: Complete the merge Then click to new document Make sure that All is selected and then click OK to Merge All Records 22 IT Learning Programme

Figure 35: Merge All records You will now see that your directory has been completed. Figure 35: Directory created IT Learning Programme 23

9 Exercises Exercise 1. Mail Merging with a table in Word Using Word to complete Mail Merge The following exercises will guide you through working with Mail Merge and allow you to practice the process using different ways Task 1 Create a data file for Mail Merge Open Word Step 1 Create a table with three columns and seven rows Insert the following data into the table Name Address City John Archer 145 New Street Chester William Morris 25 Voltaire Avenue Oxford Emma Smith 10 James Lane London Suzanne Montague 85 Cork Road Oxford Jerome Kay 18 Park Road Chester Steven James 34 Oldham Road London Task 2 Create a letter to merge the data file with Task 3 Merging the data with the letter Save the table to the desktop with the filename MergePeople Close the table Step 1 On a blank document in Word, create a short letter of one or two lines. Do not type in an address. Save the document to your Mailings folder with the filename MergeLetter. Step 1 Keeping the letter on screen, click the Mailings tab. Click on the Start Mail Merge button and select Letters. Click on the Select Recipients button and choose Use Existing List. Click on the file MergePeople and then Open. Now click on the Insert Merge Field button and insert the Name field. Hit return to start a new line and repeat for Address and City. Click on Preview Results to ensure that the merge was successful. You can use the arrows to check each merge individually. 24 IT Learning Programme

Merge the letters Step 2 We are now going to merge all the letters so that they form a separate document. Click on the Finish & Merge button and select Edit Individual Documents. Click All and then OK. Notice on screen a third document called Letters1. This is the completed merge you should have six letters. 16. Save the document to your folder with the filename MergedLetters. Now repeat this exercise once again using the same address list, but creating a new letter with a different filename. Save and Close all your merge documents. IT Learning Programme 25

Exercise 2. Mail Merging to a table Using Word to complete Mail Merge We are going to create a table that you can use as a template for an Invoice Report. Later on we will be using this same table to merge from a list of client details. Task 1 Create a data file for Mail Merge Step 1 Open a new blank Word document. On the ribbon click on the Insert tab and create a Table like the one shown below. Create the following placing text into the table using the same layout be sure to place words in the same rows. Save your work as InvoiceReport. Does your report resemble the example? 26 IT Learning Programme

Exercise 3. Mail Merging with a table in Word Using Word to complete Mail Merge Task 1 Create a data file for Mail Merge Step 1 Open a blank new Word document. Change the page orientation to landscape using Page Layout Orientation. Create a table with 7 columns and 6 rows. (if you want to be adventurous you could do this in an Excel spreadsheet) Working in row 1, add the headings going horizontally across the table. Invoice Number, Invoice Date, Client Name, Client address, Date of work, Description of work, Price of Work Don t worry if the words overlap. The data entry will look strange and some of the columns may start dropping off the right hand edge of the page. To alter this, highlight the entire table. Right Click and select Distribute Columns Evenly. Save the file with the filename Reportdata. Type in five example clients with their corresponding work done and prices etc. Save and Close the file Reportdata. Open the InvoiceReport table. Click the Mailings tab. Click on the Start Mail Merge button and select Letters. Click on the Select Recipients button and choose ReportData. Click on the file MergeAdd and then Open. Now click on the Insert Merge Field button and insert Invoice_Number. Repeat this process until all merge fields are in the corresponding cells of the report table. Click on Preview Results to ensure that the merge was successful. You can use the arrows to check each merge individually. We are now going to merge all the records so that they form a separate document. Click on the Finish & Merge button and select Edit Individual Documents Tick All and click OK. Notice on screen a third document called Letters1. This is the completed merge you should have five letters. Save the document to your folder with the filename MergedInvoices. IT Learning Programme 27

Click Open. Click Print [Shortcut: Ctrl+P]. From the Page Range section, type in the page number 3 4, hyphen to print out only record 3 and 4 Click Print Preview (or Print if you want a hard copy). Save and Close the document. Exercise 4. Scenario Project Using Word to complete Mail Merge We are going to create a table that you can use as a template for an Invoice Report. Later on we will be using this same table to merge from a list of client details. Task 1 Step 1 You work in a busy office where you hold regular events and have to provide: name tags, joining letters, a list of people attending. A few days before the event you would like to send a reminder email to delegates. All of these things can be easily done through Mail merge. Use the data in the Excel spread sheet to create all of these items Hint: Use the table opposite below to help you. name tags, joining letters, a list of people attending. a reminder email to delegates. Labels Letter Directory email Step 2 Create the following new documents A letter inviting people to an event at the Ashmolean on 29 th April Name tag labels A check list to tick off when delegates arrive. A reminder email. Use the file 100Names to merge with documents that you have created. 28 IT Learning Programme

Exercise 5. Consolidation Exercises Using Word to complete Mail Merge Use the following files to create a range of different Mail Merged documents.. Task 1 Create an Invoice Step 1 Use the following files to send out invoices for Jales Computer Suppliers; Jales Computer Customers (Data File) Jales Computer Suppliers Invoice Task 2 Create a letter to send out to students for courses Step 1 Use the following files to create and send out letters to students for a computer courses; Creative Courses Letter for Registration Creative Courses Student Bookings (Data File) IT Learning Programme 29