Lesson 12: Creating a Manual and Using Mail Merge
Jan 02, 2016
Lesson 12: Creating a Manual and Using Mail Merge
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Learning Objectives
After studying this lesson, you will be able to:
Format documents with styles
Create custom styles
Modify styles
Control document margins
Use helpful techniques for navigating and viewing
documents
Set up a Mail Merge document and labels
Formatting Text with Styles
Styles
Formats identified by a unique name
Allow you to apply multiple formats to a single selection
Help with consistent formatting
Style changes are applied globally
You are always working within a style
Word’s default style is called “Normal”
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Types of Styles
Character
Paragraph
Linked
List
Table
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Creating a Style
Use Create New Style
from the Formatting
dialog box
Choose the style type
Character formats
Paragraph formats
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Viewing All Styles
Click the dialog box launcher
in the bottom-right corner of
the Styles group
The style name in the
rectangle is the one in use
Hover mouse for details
Create a new style
Link to more style options
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Create a new style
Quick Styles
Group of common,
useful styles
Access through Home tab > Styles group
Change Quick Styles with the Change Styles button
To change use the Style Set command
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Creating Custom Styles
Create with the Formatting dialog box -or- select an
example of text with a format you like
Use Styles task pane > New Style button
Create New Style from Formatting dialog box
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Create New Style from Formatting
Character and
paragraph formats
Include in Quick Styles
More options
Style type
Style name
Preview
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Modifying, Removing, and Deleting
Style changes apply globally
Styles task pane
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Navigating with the Navigation Pane
Browse for Headings
Home Tab > Editing Group
> Navigation pane
Rearrange sections
Drag headings instead of
using Cut and Paste
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Changing Word Window Views
Choose View > Window for view options
Arrange All
View Side by Side
Split
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Introducing Mail Merge
Apply a list to a fixed document or layout
Generate letters, labels, and envelopes
Manage large mailings
Merge to printer or a new document
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Components of Mail Merge
Main Document
Base document which is the same for all recipients
Data Source
Names, addresses, etc
Document, spreadsheet or database
Merged Document
Result of the merge process
Combines main document with each record in the
Data Source
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Mail Merge Example
Main
document
Data source
Merged
document
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Using Mail Merge
The Mailings tab
Specify main document
Select or create a data source
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Tip! Already familiar with Mail Merge? Display the Mail Merge Wizard by choosing
Step by Step Mail Merge Wizard on the Start Mail Merge menu.
Working with the Data Source
Use Word or external sources
Data design
More fields provide more flexibility
Data should be consistent
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Creating Address Lists in Word
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New Address List dialog box
Predefined fields
Add, delete, edit or find
entries
Customizing an Address List
Customize Address
List dialog box
Delete field
Add field
Name the new field
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Managing the Address List
Mail Merge Recipients dialog box
Mailings > Mail Merge > Start Mail Merge > Edit
Recipient List
Sort, filter, and select recipients
Edit Data Source dialog box
Add, edit, and delete entries
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Note! Changes made to an external data source
are applied when the source is changed.
Working with Main Documents
Link to the Data Source with merge fields
Some fields are composite
Mailings tab > Write & Insert Fields group
Insert address block in main document
Insert greeting
Insert any data source field
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Merge Fields in the Main Document
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Important! You must attach a data source to the
main document before inserting merge fields.
Merge fields
Conducting a Merge
Produces a version of the main document for every
record
Preview Results (Mailings tab)
Display a preview
Browse records
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Finishing the Merge
Finish & Merge
Can edit individual letters
Merge to printer
Merge to email
Can save merged documents
Saving isn’t always needed; the merge can be run
again
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Common Merge Problems
Same error in every letter
Edit the main document
Some letters are missing data
Check the data source for missing data
Or edit merged letters to get around the problem
Some letters have incorrect data
Check the data source
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Using Envelopes and Labels
Document options in Start Mail Merge
Can use envelopes, labels, and more as main
documents
Can use the same data source for multiple merges
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Envelopes in Mail Merge
Envelope Options
Choose size
Choose font and position
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Labels in Mail Merge
Choose format, sheet size, and more
Word has preloaded label layouts by size and vendor
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Lesson 12: Creating a Manual and Using Mail Merge