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Villanova UNIT Training
MICROSOFT OFFICE 2007
MICROSOFT OFFICE WORD 2007 - LEVEL 3
Using Mail Merge
Previewing Merged Data
Merging Mailing Labels and Directories
Sorting Table Data
Working with Lists
Using Macros
Protecting a Document
Using Forms
Creating a Table of Contents
Creating an Index
Creating Captions
Creating Citations and Bibliography
Creating a Table of Authorities
Using Bookmarks
Using Footnotes and Endnotes
Creating Master Documents
Customizing Word Preferences
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Villanova UNIT Training Page i
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Villanova UNIT Training Page iii
MICROSOFT OFFICE WORD 2007 - LEVEL 3
ABOUT ONDEMAND SOFTWARE
.......................................................................
I
COPYRIGHT
..............................................................................................................
I
DISCLAIMER
............................................................................................................
I
LESSON 1 - USING MAIL MERGE
.......................................................................
1
Working with Mail Merge
........................................................................................
2
Starting Mail Merge
.................................................................................................
3
Using the Mail Merge Wizard
..................................................................................
4
Identifying the Main Document
...............................................................................
5
Creating a Recipient List
..........................................................................................
7
Customizing Columns in a Recipient List
................................................................
9
Rearranging Columns in a Recipient
List...............................................................
12
Saving a Recipient List
...........................................................................................
13
Entering Records into a Recipient List
...................................................................
15
Sorting Records to be Merged
................................................................................
19
Highlighting Merge Fields
.....................................................................................
22
Inserting Merge Fields into a Document
................................................................
24
PREVIEWING MERGED DATA USING MAIL MERGE
................................... 1
Working with Mail Merge
......................................................................................
27
Merging to a New Document
.................................................................................
29
Merging to the Printer
............................................................................................
31
Sending Email Messages
........................................................................................
32
Exercise
..................................................................................................................
38
Using Mail Merge
..............................................................................................
38
LESSON 2 - MERGING MAILING LABELS AND DIRECTORIES
............... 41
Using Mailing Labels
.............................................................................................
42
Creating Mailing Labels
.........................................................................................
42
Selecting Label Options
.........................................................................................
44
Attaching a Data Source
.........................................................................................
46
Inserting Label Merge Fields
..................................................................................
48
Merging Labels to a New Document
......................................................................
51
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Page iv Villanova UNIT Training
Creating a Directory
...............................................................................................
53
Merging with an Alternate Data Source
.................................................................
55
Exercise
..................................................................................................................
60
Merging Mailing Labels and Directories
........................................................... 60
LESSON 3 - SORTING TABLE DATA
................................................................
63
Designing a Table to be
Sorted...............................................................................
64
Sorting a Table Alphabetically
...............................................................................
64
Sorting a Table
Numerically...................................................................................
67
Sorting a Table by Date
..........................................................................................
69
Sorting a Table by Multiple Columns
....................................................................
71
Exercise
..................................................................................................................
75
Sorting Table Data
.............................................................................................
75
LESSON 4 - USING FORMULAS IN TABLES
................................................... 77
Creating a Formula in a Table Cell
........................................................................
78
Using a Function in a Table Cell
............................................................................
81
Formatting the Result of a Formula
........................................................................
84
Displaying Field Codes
..........................................................................................
85
Recalculating Formulas in a Table
.........................................................................
87
Exercise
..................................................................................................................
89
Using Formulas in
Tables...................................................................................
89
LESSON 5 - WORKING WITH LISTS
................................................................
91
Customizing Numbered/Bulleted Lists
..................................................................
92
Bulleting/Numbering a Multilevel List
..................................................................
95
Creating a New List Style
.......................................................................................
97
Sorting a List Alphabetically
................................................................................
101
Exercise
................................................................................................................
104
Working with Lists
...........................................................................................
104
LESSON 6 - USING MACROS
............................................................................
105
Displaying the Developer Tab
..............................................................................
106
Recording a Macro
...............................................................................................
107
Running a Macro
..................................................................................................
112
Editing a Macro
....................................................................................................
113
Adding a Macro Button to a Toolbar
....................................................................
116
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Villanova UNIT Training Page v
Organizing Macro Projects
...................................................................................
120
Deleting a Macro
..................................................................................................
123
Exercise
................................................................................................................
125
Using Macros
...................................................................................................
125
LESSON 7 - PROTECTING A DOCUMENT
.................................................... 127
Opening the Protect Document Button
.................................................................
128
Restricting Document Formatting
........................................................................
129
Restricting Document Editing
..............................................................................
133
Creating Restriction Exceptions
...........................................................................
136
Exercise
................................................................................................................
142
Protecting a Document
.....................................................................................
142
LESSON 8 - USING FORMS
...............................................................................
145
Creating a Form
....................................................................................................
146
Saving a Form as a Template
...............................................................................
149
Setting Properties for Controls
.............................................................................
151
Using Legacy Tools and ActiveX Controls
.......................................................... 155
Protecting a Form
.................................................................................................
157
Inputting Data into a Form
...................................................................................
161
Deleting a Form Template
....................................................................................
162
Printing a Form
.....................................................................................................
164
Exercise
................................................................................................................
167
Using Forms
.....................................................................................................
167
LESSON 9 - CREATING A TABLE OF CONTENTS
...................................... 169
Using a Table of Contents
....................................................................................
170
Generating a Table of Contents
............................................................................
171
Removing a Table of Contents
.............................................................................
173
Using Custom Styles
............................................................................................
174
Viewing the TOC Field Code
...............................................................................
177
Updating a Table of Contents
...............................................................................
179
Inserting TC Field Codes
......................................................................................
181
Using TC Fields
....................................................................................................
183
Using Outline Levels
............................................................................................
186
Exercise
................................................................................................................
190
Creating a Table of Contents
............................................................................
190
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LESSON 10 - CREATING AN INDEX
...............................................................
193
Using an Index
......................................................................................................
194
Creating Main Index Entries
................................................................................
195
Creating Index Subentries
....................................................................................
197
Typing Index Entries
............................................................................................
200
Cross-referencing Index Entries
...........................................................................
201
Generating an Index
.............................................................................................
204
Viewing the INDEX Field Code
..........................................................................
206
Updating an Index
................................................................................................
207
Exercise
................................................................................................................
209
Creating an Index
.............................................................................................
209
LESSON 11 - CREATING CAPTIONS
..............................................................
211
Inserting a Caption
...............................................................................................
212
Inserting a Table of Figures
..................................................................................
214
Updating a Table of Figures
.................................................................................
216
Inserting a Cross-reference
...................................................................................
218
Exercise
................................................................................................................
221
Creating Captions
.............................................................................................
221
LESSON 12 - CREATING CITATIONS AND
BIBLIOGRAPHY................... 223
Inserting Citations
................................................................................................
224
Managing Sources
................................................................................................
227
Editing Citation and Bibliography Styles
.............................................................
229
Inserting a Bibliography
.......................................................................................
230
Exercise
................................................................................................................
233
Creating Citations and Bibliography
................................................................
233
LESSON 13 - CREATING A TABLE OF AUTHORITIES
.............................. 235
Marking Citations
.................................................................................................
236
Inserting a Table of Authorities
............................................................................
239
Updating a Table of Authorities
...........................................................................
242
Exercise
................................................................................................................
244
Creating a Table of Authorities
........................................................................
244
LESSON 14 - USING BOOKMARKS
.................................................................
247
Working with Bookmarks
....................................................................................
248
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Villanova UNIT Training Page vii
Creating Bookmarks
.............................................................................................
248
Viewing Bookmarks
.............................................................................................
250
Going to a Bookmark
...........................................................................................
251
Cross-referencing to a Bookmark
.........................................................................
253
Deleting a Bookmark
............................................................................................
256
Exercise
................................................................................................................
258
Using Bookmarks
.............................................................................................
258
LESSON 15 - USING FOOTNOTES AND ENDNOTES
.................................. 261
Using Notes
..........................................................................................................
262
Inserting Notes
.....................................................................................................
262
Setting Note Options
............................................................................................
265
Viewing Notes
......................................................................................................
267
Browsing Notes
....................................................................................................
270
Moving and Copying Notes
..................................................................................
271
Deleting a Note
.....................................................................................................
273
Exercise
................................................................................................................
275
Using Footnotes and Endnotes
.........................................................................
275
LESSON 16 - CREATING MASTER DOCUMENTS
....................................... 277
Using a Master Document
....................................................................................
278
Inserting Subdocuments
.......................................................................................
279
Collapsing/Expanding Subdocuments
..................................................................
282
Unlinking Subdocuments
.....................................................................................
284
Splitting and Merging Subdocuments
..................................................................
285
Locking Subdocuments
........................................................................................
287
Opening Subdocuments
........................................................................................
288
Exercise
................................................................................................................
290
Creating Master Documents
.............................................................................
290
LESSON 17 - CUSTOMIZING WORD PREFERENCES
................................ 291
Changing the Default Font Attributes
..................................................................
292
Changing the Default Page Settings
.....................................................................
294
Setting Word Options
...........................................................................................
296
Modifying Default File Locations
........................................................................
298
Customizing the Quick Access Toolbar
...............................................................
302
Exercise
................................................................................................................
304
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Customizing Word Preferences
........................................................................
304
INDEX
......................................................................................................................
305
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LESSON 1 - USING MAIL MERGE
In this lesson, you will learn how to:
Work with Mail Merge
Start Mail Merge
Use the Mail Merge wizard
Identify the main document
Create a Recipient list
Customize columns in a Recipient list
Rearrange columns in a Recipient list
Save a Recipient list
Enter records into a Recipient list
Sort records to be merged
Highlight merge fields
Insert merge fields into a document
Preview merged data
Merge to a new document
Merge to the printer
Send email messages
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Lesson 1 - Using Mail Merge Word 2007 - Lvl 3
Page 2 Villanova UNIT Training
WORKING WITH MAIL MERGE
Discussion Mail merge is often used to send out the same or
similar letters to a large number of
recipients. Mail merge enables you to write one letter only and
then merge the letter
with a data source, thereby creating customized, individual
letters including
information specific to each recipient (such as, names,
addresses and other details).
The end result is a professional-looking letter that is tailored
to each recipient.
Mail merge utilizes two types of documents: a main document and
a data source. The
main document (such as, a letter) contains the information
common to each recipient.
The data source contains the variable information (such as,
different names and
addresses). Merge fields are placed in the main document to
indicate where each bit of
data from the data source should appear. When you merge the
variable information
from the data source into the main document, one merged document
is created for
each record in the data source, with the variable information
inserted into the
corresponding merge fields.
In addition to letters, you can use mail merge to print mailing
labels and addressed
envelopes or to create a directory. Mail merge can produce
documents in many
formats; printed letters, files stored to disk to be printed at
a later time, fax documents,
and e-mail messages.
Mail merge involves following six basic steps:
1. Select the document type.
2. Create or select the main document.
3. Create or open the data source.
4. Insert the merge fields into the main document.
5. Preview the merged document.
6. Complete the merge.
You can create mail merges easily by using the Step by Step Mail
Merge Wizard that
opens the Mail Merge task pane. The Mail Merge task pane
provides the most
guidance when merging documents and offers you the flexibility
to review previous
steps carried out in the process.
You can also use the buttons available on the Mailings tab to
merge documents.
These buttons are arranged in order of usage, from left to
right. They are context-
sensitive and will change depending upon where you are in the
mail merge process.
The Mail Merge task pane is also referred to in Word as the Step
by Step Mail Merge Wizard.
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Word 2007 - Lvl 3 Lesson 1 - Using Mail Merge
Villanova UNIT Training Page 3
STARTING MAIL MERGE
Discussion The first step in performing a mail merge is to open
the Mail Merge task pane. The
Mail Merge task pane guides you in creating, opening and
modifying the main
document and the data source. The task pane provides
instructions for each step in the
process. While using the task pane, you can go back to any
previous step to review or
modify the mail merge.
The Mail Merge task pane
When you want to begin a mail merge, the required buttons on the
Mailings tab are only available when you have a document open. It
does not matter, however, whether it is an
existing main document or a new, blank document.
The Mail Merge task pane is also referred to in Word as the Step
by Step Mail Merge Wizard.
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Lesson 1 - Using Mail Merge Word 2007 - Lvl 3
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Procedures 1. Select the Mailings tab.
2. Select the Start Mail Merge button in the Start Mail
Merge group.
3. Select Step by Step Mail Merge Wizard.
Step-by-Step From the Student Data directory, open
CANCUN1.DOCX.
Start a Mail Merge.
Note: The steps in this lesson are specific to merging an
existing letter with a new
data source. With the guidance provided by the Mail Merge task
pane, however, you
will be able to apply what you learn in this lesson to other
circumstances, whether you
are working with a new main document, an existing data source,
or any combination
of such files.
Steps Practice Data
1. Select the Mailings tab.
The Mailings tab is displayed.
Click Mailings
2. Select the Start Mail Merge button in
the Start Mail Merge group.
The Start Mail Merge menu opens. Click
3. Select Step by Step Mail Merge
Wizard.
The Mail Merge task pane opens.
Click Step by Step Mail
Merge Wizard
USING THE MAIL MERGE WIZARD
Discussion The Mail Merge task pane is a wizard which takes you
through all the steps involved
in the mail merge process. Guidance is provided along the way,
which can act as a
useful memory prompt even once you are familiar with mail merge.
While you can
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Word 2007 - Lvl 3 Lesson 1 - Using Mail Merge
Villanova UNIT Training Page 5
perform a mail merge using the buttons available on the Mailings
tab, the Mail Merge
wizard makes the process simpler and more straightforward.
If you need to leave the mail merge process part way through,
Word will return you to
the appropriate step in the Mail Merge task pane when you resume
the merge, making
it easy to pick up exactly where you left off.
Each step of the Mail Merge wizard prompts you to make an
appropriate selection,
and provides guidance about which is most appropriate. For
example, the second step
of the process prompts you to select your main document. As you
click on each of the
document options, a short description is displayed to help you
make a selection. The
Mail Merge wizard also prompts you take appropriate action, if
necessary. In the
second step, if you click on the Start from a template option,
the wizard describes
this selection as Start from a ready-to-use mail merge
template... and so on, and
displays a link you can use to browse for the desired
template.
Towards the bottom of the task pane, your place in the process
is indicated, such as
Step 2 of 6. This is a convenient way of keeping track of where
you are.
There are links under this at the bottom of the task pane which
you can use to navigate
back and forth between the steps. This allows you to proceed to
the next step once you
are ready, or to go back and make changes in previous steps.
Word will only allow
you to proceed if valid options are selected in the current
step.
When you want to resume a mail merge process that you have not
completed, open the main document. A Microsoft Office Word message
will ask you to confirm that you want to open
the document and retrieve the connected data source. Select
Yes and the main document will open. Select the Mailings tab
and open the Step by Step Mail Merge Wizard. The Mail
Merge task pane will open at the relevant step of the
process.
As with other task panes, you can move, re-size and dock the
Mail Merge task pane within the document window, to suit
yourself.
IDENTIFYING THE MAIN DOCUMENT
Discussion Before you can perform a mail merge, you must
identify the type of main document
you want to use. The main document contains the information
common to all merged
documents.
The following types of documents are available in mail
merge:
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Lesson 1 - Using Mail Merge Word 2007 - Lvl 3
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Document Type Definition
Letters Creates standard form letters that can be sent to a
group of people
E-mail messages Creates e-mail messages that can be sent to a
group
of people
Envelopes Creates print addressed envelopes for a group
mailing
Labels Creates address labels and other types of labels
Directory Creates a single document containing a catalog or
printed list of addresses
After you have identified the type of main document, the next
step is choosing
whether to use the current document or to create a new one.
If you have selected and opened your main document, you can
carry out this step in the mail merge process by displaying the
Mailings tab and selecting the Start Mail Merge button in the
Start Mail Merge group. Select the appropriate document
type from the menu, such as Letters.
Procedures 1. Under Select document type, select the desired
document type.
2. Under Step 1 of 6, select the Next: Starting document
link.
3. Under Select starting document, select the desired main
document.
Step-by-Step Identify the main document.
Steps Practice Data
1. Under Select document type, select
the desired document type.
A document type is selected.
Click Letters, if
necessary
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Word 2007 - Lvl 3 Lesson 1 - Using Mail Merge
Villanova UNIT Training Page 7
Steps Practice Data
2. Under Step 1 of 6, select the Next:
Starting document link.
Step 2 of 6 is displayed in the Mail
Merge task pane.
Click Next: Starting
document
3. Under Select starting document,
select the desired main document.
The Use the current document option
is selected.
Click Use the current
document, if necessary
CREATING A RECIPIENT LIST
Discussion The next mail merge step is to create or identify the
data source. A data source is a file
that contains the information to be merged into the document,
typically the recipients
of a letter or an e-mail message. The data source must contain
the variable information
that will be inserted into the merge fields in the main
document. A data source can be
a Word document, a spreadsheet (such as an Excel workbook), a
database (such as an
Access database), or an Outlook contact list.
Before you create a data source, you must first define what
information you want to
store in each record. Each individual piece of information in a
record is called a field.
For example, first name, last name, street, and city are all
separate fields.
It is helpful to think of the data source as an index card file,
with each index card
containing one record (that is, all the information about one
person, such as name,
address, telephone number, and so on). If you create a data
source in Word, it is saved
as a Microsoft Office Address List (with the extension .mdb
which is a file format
used in earlier versions of Access) in the My Data Sources
folder.
Since the essential requirement for a mail merge is the list of
recipients, Word refers
to the data source as a recipient list.
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Lesson 1 - Using Mail Merge Word 2007 - Lvl 3
Page 8 Villanova UNIT Training
The New Address List dialog box
You can create a recipient list from scratch, use an existing
list, or select recipients from Outlook contacts.
You can also carry out this step in the mail merge process by
displaying the Mailings tab and selecting the Select Recipients
button in the Start Mail Merge group. Then,
choose the appropriate option from the menu, such as Type
New List.
Procedures 1. Under Step 2 of 6, select the Next: Select
recipients link.
2. Under Select recipients, select the Type a new list
option.
3. Under Type a new list, select the Create link button .
Step-by-Step Create a data source or recipient list.
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Word 2007 - Lvl 3 Lesson 1 - Using Mail Merge
Villanova UNIT Training Page 9
Steps Practice Data
1. Under Step 2 of 6, select the Next:
Select recipients link.
Step 3 of 6 is displayed in the Mail
Merge task pane.
Click Next: Select
recipients
2. Under Select recipients, select the
Type a new list option.
Type a new list is selected and the task
pane displays the corresponding
options.
Click Type a new list
3. Under Type a new list, select the
Create link button.
The New Address List dialog box
opens, with the insertion point in the
Title box.
Click
Leave the New Address List dialog box open.
CUSTOMIZING COLUMNS IN A RECIPIENT LIST
Discussion When creating a data source, Word provides a variety
of pre-defined fields. Each field
is identified by a label called a field name. You can select
which of these fields you
want to include in your data source.
You should fill in as much information as possible in your data
source. Later on in this
process, you can select exactly which fields you want to include
in this particular mail
merge. The more complete the data source is, however, the more
useful it will be for
other mail merges in the future.
Your data source can be customized by adding, deleting, or
renaming fields. Word
also allows you to rearrange the order of the fields.
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Lesson 1 - Using Mail Merge Word 2007 - Lvl 3
Page 10 Villanova UNIT Training
Adding a field to the data source
A new Field Name is always entered below the currently selected
Field in the Customize Address List dialog box.
Field Names can contain spaces, such as ZIP Code.
A data source in the mail merge process is also known as a
recipient list in Word.
Procedures 1. Select the Customize Columns button in the
New Address List dialog box.
2. Select .
3. Type the desired field name in the Type a name for your field
box.
4. Select .
5. Select the field you want to remove from the Field Names
list.
6. Select .
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Word 2007 - Lvl 3 Lesson 1 - Using Mail Merge
Villanova UNIT Training Page 11
7. Select .
Step-by-Step Customize the columns in a recipient list.
Steps Practice Data
1. Select the Customize Columns button
in the New Address List dialog box.
The Customize Address List dialog box
opens with the first Field Name
selected.
Click
2. Select Add.
The Add Field dialog box opens with
the insertion point in the Type a name
for your field box.
Click
3. Type the desired field name in the
Type a name for your field box.
The field name is displayed in the Type
a name for your field box.
Type Region
4. Select OK.
The Add Field dialog box closes. The
new Field Name is displayed below the
first Field Name in the Field Names
list.
Click
5. Select the field you want to remove
from the Field Names list.
The field is selected.
Click Company Name
6. Select Delete.
A Microsoft Office Word message box
opens asking you to confirm the
deletion.
Click
7. Select Yes.
The Microsoft Office Word message
box closes and the field is deleted from
the Field Names list.
Click
Practice the Concept: Add another field called Qtr Sales. Remove
the following
Field Names: Home Phone and Work Phone.
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Lesson 1 - Using Mail Merge Word 2007 - Lvl 3
Page 12 Villanova UNIT Training
Select the Country or Region field and click Rename. Change the
Field Name to
Country then click OK.
Leave the Customize Address List dialog box open.
REARRANGING COLUMNS IN A RECIPIENT LIST
Discussion You can rearrange the order of the fields in a
recipient list. You might do this after
you have added or removed fields in the Customize Address List
dialog box. You may
wish to place fields in an appropriate order for entering data,
based on the list of data
from which you are working. For example, if you want to enter
the last name into a
record before entering the first name, you should move the Last
Name field above the
First Name field.
The order in which you enter data does not affect the order of
the data in the merged document.
Procedures 1. Select the field you want to move.
2. Select or as desired.
Step-by-Step Rearrange fields in a recipient list.
Steps Practice Data
1. Select the field you want to move.
The Field Name is selected.
Click Region
2. Select Move Up or Move Down as
desired.
The field moves up or down the Field
Names list accordingly.
Click twice
(to below the Last Name
field)
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Word 2007 - Lvl 3 Lesson 1 - Using Mail Merge
Villanova UNIT Training Page 13
Practice the Concept: Move the Qtr Sales field below the Country
field. Move the
E-mail Address field above the Qtr Sales field.
Leave the Customize Address List dialog box open.
SAVING A RECIPIENT LIST
Discussion After you have customized and arranged the fields in
the recipient list, it is a good
idea to save your data source before you begin to enter records.
When you save the
data source, it is earmarked as a mail merge data source. By
default, it is saved as a
Microsoft Office Address List (with the extension .mdb which is
a file format used in
earlier versions of Access).
The Save Address List dialog box
You can also open the data source in Microsoft Access to make
changes to it.
By default, data source files are saved to the My Data Sources
folder in the Documents folder.
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Lesson 1 - Using Mail Merge Word 2007 - Lvl 3
Page 14 Villanova UNIT Training
Procedures 1. Once you have finished customizing the recipient
list fields, select
.
2. Select .
3. Type the desired file name in the File name box.
4. Select .
Step-by-Step Save a recipient list.
Steps Practice Data
1. Once you have finished customizing
the recipient list fields, select OK.
The Customize Address List dialog box
closes. The New Address List dialog
box displays the columns arranged
according to the customization.
Click
2. Select OK.
The New Address List dialog box
closes. The Save Address List dialog
box opens with the insertion point in
the File name box.
Click
3. Type the desired file name in the File
name box.
The text is displayed in the File name
box.
Type sales1
4. Select Save.
The Save Address List dialog box
closes. The Mail Merge Recipients
dialog box is displayed.
Click
Leave the Mail Merge Recipients dialog box open.
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ENTERING RECORDS INTO A RECIPIENT LIST
Discussion After you have saved the recipient list, you are
ready to enter the variable information
into each individual record of the data source.
You cannot enter multiple lines in a field in the Edit Data
Source dialog box; you
must enter one whole record at a time.
Entering a data record in the Edit Data Source dialog box
You use the [Tab] key to move to the next field in the Edit Data
Source dialog box, and the [Shift+Tab] key combination to move to
the previous field.
When you press the [Tab] key at the end of a record, a new
record displays with the insertion point in the first field. You
can also use the New Entry button to create a new data
record.
You can also carry out this part of the mail merge process by
displaying the Mailings tab, and selecting the Edit Recipient List
button in the Start Mail Merge group.
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If you are resuming the mail merge process at a later time, then
select the Edit recipient list link in Step 3 of 6 in the Mail
Merge task pane to display the Mail Merge Recipients
dialog box.
Procedures 1. Double-click the data source file name in the Data
Source list of the
Mail Merge Recipients dialog box.
2. Type the desired information into the first field.
3. Press [Tab].
4. Enter information as desired into the remaining fields of the
record.
5. To add another record, select the New Entry button .
6. Enter information as desired into additional records.
7. When you have entered all the desired records, select .
8. Confirm the action as appropriate. Select to confirm
saving the changes to the data source. (Otherwise, you can
select
Cancel to return to the Edit Data Source dialog box, or select
No to
close the data source without saving your changes.)
9. Select .
Step-by-Step Enter records into a recipient list.
Steps Practice Data
1. Double-click the data source file name
in the Data Source list of the Mail
Merge Recipients dialog box.
The Edit Data Source dialog box is
displayed with the insertion point in
the first field.
Double-click
SALES1.MDB
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Steps Practice Data
2. Type the desired information into the
first field.
The text is displayed in the first field.
Type Ms.
3. Press [Tab].
The insertion point moves to the next
field in the first record.
Press [Tab]
4. Enter information as desired into the
remaining fields of the record.
The information is displayed in the
data fields.
Follow the instructions
shown below the table
before continuing on to
the next step
5. To add another record, select the New
Entry button.
A new, blank data record is displayed.
Click
6. Enter information as desired into
additional records.
The information is entered into the
new records.
Follow the instructions
shown below the table
before continuing on to
the next step
7. When you have entered all the desired
records, select OK.
A Microsoft Office Word message box
opens asking you to confirm that you
want to update your recipient list and
save the changes to the data source
file.
Click
8. Confirm the action as appropriate.
Select Yes to confirm saving the
changes to the data source.
The Microsoft Office Word message
box and Edit Data Source dialog box
close. The records are displayed in the
Mail Merge Recipients dialog box.
Click
9. Select OK.
The Mail Merge Recipients dialog box
closes. The main document and Mail
Merge task pane are displayed.
Click
Complete the first record with the information shown in the
following table, leaving
the Address Line 2 field blank. Since you have created separate
city, state, and ZIP
code fields, you do not need to type a comma after the city
name.
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Field Record 1
Title Ms.
First Name Elaine
Last Name Livingston
Region Mid-West
Address Line 1 389 Oak Lane
Address Line 2
City Athens
State OH
ZIP Code 08734
Country USA
E-mail Address [email protected]
Qtr Sales 23,445
Return to the table and continue on to the next step (step
5).
Add the following two records to the data source. Do not create
a new entry after
adding Record 3.
Field Record 2 Record 3
Title Mr. Ms.
First Name Frank Jackie
Last Name Wentworth Livingston
Region West Coast East Coast
Address Line 1 1202 Harrington Way 102 Dove Path
Address Line 2 Apt. 702
City Sicklerville New Village
State PA NJ
Zip Code 18888 09999
Country USA USA
E-mail Address f.wentworth@worldspo
rtgoods.com
j.livingston@worldspo
rtgoods.com
Qtr Sales 28,450 32,295
Return to the table and continue on to the next step (step
7).
Notice that the file name of the saved data source now displays
under Use an existing
list in the Mail Merge task pane.
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SORTING RECORDS TO BE MERGED
Discussion You can sort records by any field in a data source
simply by clicking the
corresponding column heading in the Mail Merge Recipients dialog
box. You may
want to sort records in alphabetical order by the Last Name
field or in chronological
order by the Birth Date field. Clicking the column heading once
sorts the records in
ascending order; clicking it a second time changes the sort to
descending order.
To sort on up to three fields, you can use the Sort link to open
the Filter and Sort
dialog box. If you have several people in a data source named
Smith, you can sort the
records first by the Last Name field and then by the First Name
field.
The data source can also be filtered to display only specific
records. The drop-down
list in any column heading displays all the values for that
field as well as several filter
options. For instance, if you want to send letters to people
living in New Jersey, you
can filter the records by selecting NJ from the State field.
Word will then merge only
those filtered records.
You can also select one of the filter options available on any
column heading drop-
down list. The (Blanks) option displays all the records in which
the corresponding
field is blank. The (Nonblanks) option displays all records in
which the
corresponding field contains any information at all. The (All)
option turns off any
filtering and displays all records. The (Advanced) option opens
the Filter and Sort
dialog box, in which you can create any number of filters.
Sort settings in the Filter and Sort dialog box
The Filter and Sort dialog box filters or sorts only those
records in which the check box is selected in the Mail Merge
Recipients dialog box.
You can also filter or sort the recipient list by displaying the
Mailings tab and selecting the Edit Recipient List button in the
Start Mail Merge group.
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When merging records, any existing filters and sorts in the
Filter and Sort dialog box are applied. To remove existing filters
or sorts, open the Filter and Sort dialog box and select
the Clear All button on the Filter Records or Sort Records
page.
Procedures 1. Select the Edit recipient list link under Use
an
existing list in the Mail Merge task pane.
2. Select the column heading of the field by which you want to
sort.
3. Select the Sort link .
4. Select the Sort by list .
5. Select the field by which you want to sort.
6. Select the desired sort order.
7. To sort by additional fields, select one or both Then by
lists, and
select the desired fields and sort orders.
8. Select .
9. Select .
Step-by-Step Sort records to be merged.
Steps Practice Data
1. Select the Edit recipient list link
under Use an existing list in the Mail
Merge task pane.
The Mail Merge Recipients dialog box
opens.
Click
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Steps Practice Data
2. Select the column heading of the field
by which you want to sort.
The records are sorted by the selected
field in ascending order.
Scroll as necessary and
click the State column
heading
3. Select the Sort link.
The Filter and Sort dialog box opens
with the Sort Records page displayed.
Click
4. Select the Sort by list.
A list of available fields is displayed. Click Sort by
5. Select the field by which you want to
sort.
The field name displays in the Sort by
box.
Click Last Name
6. Select the desired sort order.
The sort order is selected. Click Ascending, if
necessary
7. To sort by additional fields, select one
or both Then by lists, and select the
desired fields and sort orders.
The field names are displayed in the
Then by boxes and the sort orders are
selected.
Follow the instructions
shown below the table
before continuing on to
the next step
8. Select OK.
The Filter and Sort dialog box closes
and the records are sorted
accordingly.
Click
9. Select OK.
The Mail Merge Recipients dialog box
closes.
Click
Set the following sort options:
Sort Field Order
Then by First Name Ascending
Then by Region Ascending
Return to the table and continue on to the next step (step
8).
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HIGHLIGHTING MERGE FIELDS
Discussion Before you begin inserting merge fields into the main
document, you should set two
specific document display options. You should ensure that the
Show field codes
instead of their values option is deselected so that the field
codes are hidden (this is
the default setting). In this way, you cannot inadvertently
change a field name and the
chance of error in the mail merge process is reduced. In
addition, the field codes must
be hidden in order to view the resulting merged documents
properly.
It is also a good idea to set the Field shading option to
Always. Merge fields are
easier to recognize in the main document when they are shaded in
gray.
Setting the document display options for merging
Procedures
1. Select the Office button .
2. Select the Word Options button .
3. Select Advanced.
4. Scroll down to the Show document content section.
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5. Deselect the Show field codes instead of their values option,
if
necessary.
6. Select the Field shading list .
7. Select the Always option.
8. Select .
Step-by-Step Set document display options for merging.
Steps Practice Data
1. Select the Office button.
The Office menu is displayed. Click
2. Select the Word Options button.
The Word Options dialog box opens. Click
3. Select Advanced.
The Advanced page displays.
Click Advanced
4. Scroll down to the Show document
content section.
The Show document content options
are displayed
Scroll down to Show
document content
5. Deselect the Show field codes instead
of their values option.
The Show field codes instead of their
values option is deselected.
Click Show field codes
instead of their values to
deselect it, if necessary
6. Select the Field shading list.
A list of available options is displayed. Click Field
shading
7. Select the Always option.
The Always option is displayed in the
Field shading box.
Click Always
8. Select OK.
The Word Options dialog box closes
and the document display options are
set.
Click
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INSERTING MERGE FIELDS INTO A DOCUMENT
Discussion The next step in the mail merge process is to insert
merge fields into the main
document.
Merge fields are inserted at the insertion point. When inserted,
a merge field is
enclosed in chevrons such as, . The merge field will also be
shaded
if the Field shading option is set to Always on the Advanced
page of the Word
Options dialog box.
Related merge fields can be grouped. Word creates groupings for
the more common
main document items such as, addresses and greeting lines. These
groupings include
all necessary spacing and punctuation. You can easily insert a
grouped merge field by
clicking the corresponding link in the Mail Merge task pane.
When you click a
grouped item link, a dialog box opens from which you can select
the desired formats
and options.
Clicking the More items... link in the Mail Merge task pane
opens the Insert Merge
Field dialog box, which allows you to insert an individual merge
field. Once you have
inserted the merge field, you must close the dialog box before
inserting another merge
field in a different document location.
If you insert an individual merge field that is not part of a
grouped merge field, you
must remember to include all necessary spacing and punctuation,
both before and after
the inserted merge field.
Selecting options for a grouped merge field
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There are buttons available on the Mailings tab in the Write
& Insert Fields group for inserting an address block or a
greeting line. You can also use the bottom part of the Insert
Merge Field button to quickly insert an individual field, or
select the top part of the button to open the Insert Merge
Field
dialog box.
The Format address according to the destination country/region
option in the Insert Address Block dialog box formats international
addresses with the correct layout for the
recipients country.
When inserting a grouped merge field, it is always worth
double-checking that Word has inserted the correct fields in the
correct order. For example, you may have address fields in
your data source that are named in ways that Word does not
recognize. Therefore, Word may leave them out of an address
block. Alternatively, Word may interpret the names of other
fields in ways that you do not expect, and include them
where
they do not belong.
Procedures 1. Under Step 3 of 6, select the Next: Write your
letter link.
2. Position the insertion point in the main document where you
want to
insert a grouped merge field.
3. Under Write your letter, select the link for the grouped
merge field
you want to insert.
4. Select or deselect the desired options.
5. To preview other addresses from your recipient list, use the
arrow
above the Preview box.
6. Select .
7. Position the insertion point where you want to insert an
individual
merge field.
8. Under Write your letter, select the More items link
.
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9. Select the desired field.
10. Select .
11. Select .
Step-by-Step Insert merge fields into a document.
Steps Practice Data
1. Under Step 3 of 6, select the Next:
Write your letter link.
Step 4 of 6 is displayed in the Mail
Merge task pane.
Click Next: Write your
letter
2. Position the insertion point in the main
document where you want to insert a
grouped merge field.
The insertion point moves to the new
location.
Press [Ctrl+Home], if
necessary
3. Under Write your letter, select the
link for the grouped merge field you
want to insert.
The Insert Address Block dialog box
opens.
Click
4. Select or deselect the desired options.
The options are selected or deselected
accordingly and a preview of the first
address in your recipient list is
displayed on the right.
Click Mr. Josh Randall
Jr. in the Insert
recipients name in this format list
5. To preview other addresses from your
recipient list, use the arrows above the
Preview box.
Other addresses are displayed
accordingly.
Click twice
6. Select OK.
The Insert Address Block dialog box
closes. The grouped merge field is
inserted into the main document at the
insertion point.
Click
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Steps Practice Data
7. Position the insertion point where you
want to insert an individual merge
field.
The insertion point moves to the new
location.
Click after the Region:
text
8. Under Write your letter, select the
More items... link.
The Insert Merge Field dialog box
opens.
Click
9. Select the desired field.
The field is selected.
Click Region
10. Select Insert.
The merge field is inserted into the
main document at the insertion point.
Click
11. Select Close.
The Insert Merge Field dialog box
closes.
Click
Practice the Concept: Use the Greeting line... link in the Mail
Merge task pane to
insert Mr. Randall, on the second line below Region. (Hint: Set
the first list box to
(none).) To preview other Greeting lines from your recipient
list, use the arrows
above the Preview box.
Finally, insert the Qtr Sales field after the dollar sign in the
fourth line of the letter
body. Close the Insert Merge Field dialog box.
PREVIEWING MERGED DATA
Discussion You can preview the main document with the merged
data before you actually carry
out the merge.
Previewing the merged document is a good idea because you can
use the preview to
check for format and spelling errors or any unexpected results
of the merge.
If you find an error in the main document, you should correct
it. If you find an error in
a data record, you can correct it in the merged document;
however, you should also
correct it in the data source if you plan to use it for another
merge. Remember that you
can return to previous steps in the Mail Merge task pane to make
any corrections to
the main document or the data source, then return to the current
step in the process to
preview the merged document again.
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Previewing the first merged record
You can also use the Preview Results button in the Preview
Results group on the Mailings tab to view the merged document. By
clicking the Next Record or Previous Record
buttons in the Preview Results group you can preview each
merged document.
Procedures 1. Under Step 4 of 6, select the Next: Preview your
letters link.
2. Under Preview your letters, select the Next Record button
to
preview each of the merged records.
3. Under Preview your letters, select the Previous Record
button
to navigate back through the merged records.
Step-by-Step Preview the merged document.
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Steps Practice Data
1. Under Step 4 of 6, select the Next:
Preview your letters link.
Step 5 of 6 is displayed in the Mail
Merge task pane. The first merged
record is previewed in the document
window.
Click Next: Preview your
letters
2. Under Preview your letters, select the
Next Record button to preview each
of the merged records.
The merged records are previewed
accordingly.
Click twice
3. Under Preview your letters, select the
Previous Record button to navigate
back through the merged records.
The previous merged records are
previewed accordingly.
Click twice
MERGING TO A NEW DOCUMENT
Discussion After you have previewed the merged records, you can
edit the main document or the
recipient list as needed, or you can complete the merge. Editing
the main document
before you merge will affect all merged letters, while editing a
data source record
permanently changes the edited records.
When you complete the merge, you can merge letters directly to
the printer, or you
can merge them to a new document. Selecting the Edit individual
letters link
automatically merges letters into a new document, in which you
can make changes to
individual letters. Changes made to individual letters in the
merged document will not
be saved in the main document or in the data source. Once the
changes have been
made, you can save the merged document as a separate document,
or you can send the
merged document to the printer and then close it without
saving.
When you select the Edit individual letters link, you can also
choose which data
records you want to merge; you can merge all of the data
records, the current record
only or selected records.
You can also use the Finish & Merge button in the Finish
group on the Mailings tab to complete the merge.
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When you have completed a mail merge, you can detach the data
source from the main document by selecting the Start Mail Merge
button in the Start Mail Merge group, then
choose Normal Word Document.
Procedures 1. Under Step 5 of 6, select the Next: Complete the
merge link.
2. Under Merge, select the Edit individual letters link
.
3. Select the records you want to merge to a new document.
4. Select .
Step-by-Step Merge to a new document.
Steps Practice Data
1. Under Step 5 of 6, select the Next:
Complete the merge link.
Step 6 of 6 is displayed in the Mail
Merge task pane.
Click Next: Complete the
merge
2. Under Merge, select the Edit
individual letters link.
The Merge to New Document dialog
box opens.
Click
3. Select the records you want to merge
to a new document.
The records are selected accordingly.
Click All, if necessary
4. Select OK.
The Merge to New Document dialog
box closes. The records are displayed
in a new, merged document.
Click
Scroll through the new document to view the merged letters.
Then, close the
document without saving it.
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MERGING TO THE PRINTER
Discussion Once you have previewed the merged documents, you can
merge them directly to the
printer. This option lets you easily print merged documents
without creating or saving
a new, merged document.
You can also use the Finish & Merge button in the Finish
group on the Mailings tab to complete the merge.
When you have completed a mail merge, you can detach the data
source from the main document by selecting the Start Mail Merge
button in the Start Mail Merge group, then
choose Normal Word Document.
Procedures 1. Under Merge, select the Print link .
2. Select the records you want to merge to the printer.
3. Select .
4. Select the desired options in the Print dialog box, then
select
.
Step-by-Step Merge to the printer.
Steps Practice Data
1. Under Merge, select the Print link.
The Merge to Printer dialog box
opens.
Click
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Steps Practice Data
2. Select the records you want to merge
to the printer.
The records are selected accordingly.
Click All, if necessary
3. Select OK.
The Merge to Printer dialog box
closes and the Print dialog box opens.
Click
4. Select the desired options in the Print
dialog box, then select OK.
The Print dialog box closes, and Word
prints the merged letters.
Click
Close the Mail Merge task pane. Close all open documents without
saving them.
SENDING EMAIL MESSAGES
Discussion You can use mail merge to send personalized e-mail
messages to recipients in your
address list. As with a mail merged letter, the information in
each message is basically
the same but the content of each message is unique. For example,
each message can
address the recipient by name.
Furthermore, each mail merged e-mail message is a separate
mailing where each
contact is the sole recipient of a message. This appears more
professional than sending
an e-mail message to a distribution list or hiding recipients in
the Bcc (blind carbon or
courtesy, copy) line of the message.
You can choose to send the message in HTML or plain text format,
or as a simple e-
mail attachment. You can also choose whether to send the e-mail
to all records in your
data source or selected recipients only.
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Step 2 of the Mail Merge wizard
You must have a MAPI-compliant e-mail program installed to mail
merge and send e-mail messages. Microsoft Outlook is one such
program.
You must use the same versions of Outlook and Word, so if you
are using Word 2007 you must also be using Outlook 2007.
You cannot add recipients to the Cc (carbon copy or courtesy
copy) line for a mail merged e-mail.
Procedures 1. Select the Mailings tab on the Ribbon.
2. Select the Start Mail Merge button in the Start Mail
Merge group.
3. Select Step by Step Mail Merge Wizard.
4. Under Select document type on the Mail Merge task pane,
select
the E-mail messages option.
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5. Under Step 1 of 6, select Next: Starting document.
6. Under Select starting document, select the desired option for
the
main document.
7. Under Step 2 of 6, select Next: Select recipients.
8. Under Select recipients, select the desired option for the
data source.
9. Use the options to create or select the recipients list.
10. Under Step 3 of 6, select Next: Write your e-mail
message.
11. Use the options to complete the e-mail message.
12. Under Step 4 of 6, select Next: Preview your e-mail
message.
13. Under Preview your letters, select the Next Record button
to
preview each of the merged records.
14. When you are satisfied that the e-mail message is complete,
under
Step 5 of 6, select Next: Complete the merge.
15. Under Merge, select the Electronic Mail link .
16. Select the desired options in the Merge to E-mail dialog
box.
17. Select to merge and send the e-mails.
Step-by-Step From the Student Data directory, open
CANCUN1.DOCX.
Use the mail merge wizard to merge to e-mail.
Steps Practice Data
1. Select the Mailings tab on the
Ribbon.
The Mailings tab is displayed.
Click Mailings
2. Select the Start Mail Merge button in
the Start Mail Merge group.
The Start Mail Merge menu opens. Click
3. Select Step by Step Mail Merge
Wizard.
The Mail Merge task pane is displayed
showing Step 1 of 6.
Click Step by Step Mail
Merge Wizard
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Steps Practice Data
4. Under Select document type on the
Mail Merge task pane, select the E-
mail messages option.
The E-mail messages option is
selected.
Click E-mail messages
5. Under Step 1 of 6, select Next:
Starting document.
Step 2 of 6 is displayed in the Mail
Merge task pane and the document
window switches to Web Layout view.
Click Next: Starting
document
6. Under Select starting document,
select the desired option for the main
document.
The desired Select starting document
option is selected.
Click Use the current
document, if necessary
7. Under Step 2 of 6, select Next: Select
recipients.
Step 3 of 6 is displayed in the Mail
Merge task pane.
Click Next: Select
recipients
8. Under Select recipients, select the
desired option for the data source.
The desired Select recipients option is
selected and the corresponding
options are displayed in the second
part of the task pane.
Click Use an existing
list, if necessary
9. Use the options to create or select the
recipient list.
The recipient list is created or
selected.
Follow the instructions
shown below the table
before continuing on to
the next step
10. Under Step 3 of 6, select Next: Write
your e-mail message.
Step 4 of 6 is displayed in the Mail
Merge task pane.
Click Next: Write your e-
mail message
11. Use the options to complete the e-mail
message.
The e-mail message is completed.
Follow the instructions
shown below the table
before continuing on to
the next step
12. Under Step 4 of 6, select Next:
Preview your e-mail message.
Step 5 of 6 is displayed in the Mail
Merge task pane.
Click Next: Preview your
e-mail message
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Steps Practice Data
13. Under Preview your letters, select the
Next Record button to preview each
of the merged records.
The merged records are previewed
accordingly
Click twice
14. When you are satisfied that the e-mail
message is complete, under Step 5 of
6, select Next: Complete the merge.
Step 6 of 6 is displayed in the Mail
Merge task pane.
Click Next: Complete the
merge
15. Under Merge, select the Electronic
Mail link.
The Merge to E-mail dialog box is
displayed.
Click
16. Select the desired options in the Merge
to E-mail dialog box.
The desired options are selected.
Follow the instructions
shown below the table
before continuing on to
the next step
17. Select OK to merge and send the e-
mails.
The Merge to E-mail dialog box
closes. The e-mail merge is processed.
Click to close
the Merge to E-mail
dialog box without
sending the e-mails
Click Browse to open the Select Data Source dialog box. Select
and open the file
SALES1.MDB from the My Data Sources folder. Click OK to close
the Mail Merge
Recipients dialog box.
Return to the table and continue on to the next step (step
10).
Click Greeting line to open the Insert Greeting Line dialog box.
Under Greeting line
format, select the first list and choose (none). Select the
center list; scroll and choose
Joshua. Preview the greeting using the buttons above the Preview
box. Then, click
OK. The GreetingLine grouped merge field is inserted in the
document.
Position the insertion point at the end of the line that reads
Region: and click More
items in the Mail Merge task pane. Select the Region Field from
the Insert Merge
Field dialog box. Click Insert, then Close the dialog box. The
Region field is inserted
in the document.
Insert the Qtr Sales field after the dollar sign in the fourth
line of the message. Close
the Insert Merge Field dialog box.
Return to the table and continue on to the next step (step
12).
Complete the following options in the Merge to E-mail dialog
box:
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In the To: box, ensure that the merge field containing the Email
Address is selected
(Email_Address).
Enter the subject for the e-mail in the Subject line: box. Type
Sales contest.
Select the desired format for the e-mail in the Mail format:
box. Select HTML, if
necessary.
Under Send records, select whether to send the e-mail to some or
all recipients.
Select the All option, if necessary.
Return to the table and continue on to the next step (Step
17).
Close the Mail Merge task pane. Close all open documents without
saving them.
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Lesson 1 - Using Mail Merge Word 2007 - Lvl 3
Page 38 Villanova UNIT Training
EXERCISE
USING MAIL MERGE
Task Use mail merge to send a letter to a list of
recipients.
1. Open INTRVW1.DOCX and display the formatting marks, if
necessary.
2. Deselect the Show field codes instead of their values option
and set
Field shading to Always, if necessary. (Hint: Go to Word
Options
in the Office menu, then select the Advanced page.)
3. Begin the mail merge by opening the Mail Merge task pane.
4. Create a letter to send to a group of people using the
current
document.
5. Create a new list of recipients. Customize the data source
by
removing the following fields: Company Name, Address Line 2,
Home Phone, Work Phone, and E-mail Address.
6. Add the following fields to the data source: Appt Date and
Appt
Time. Move the Appt Date field below the Last Name field
then,
move the Appt Time field below the Appt Date field.
7. Save the data source as prosp1.
8. Add the following data records:
Addressee Appointment
Date
Appointment
Time
Mr. John Smith
305 Windsor Drive
Media, PA 19107
USA
October 1 9:30 AM
Ms. Samantha Jones
654 Second Avenue
King of Prussia, PA 19406
USA
October 3 10:00 AM
Mr. George Adams
777 Coldstream Lane
Aston, PA 19108
USA
October 4 9:45 AM
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9. Use the Mail Merge Recipients dialog box to sort the records
in
ascending order by Last Name.
10. Insert the Address block grouped merge field on the second
line
below the date. Use any recipient name format that includes the
title,
and format the addresses to include the destination country or
region.
11. Insert the Greeting line grouped merge field on the second
line
below the Address block field. Use the Title and Last Name
format.
12. Insert the Appt Date field after the word on then, insert
the Appt
Time field after the word at, in the third line of the first
paragraph
below the GreetingLine field.
13. Preview the merged letters.
14. Merge all records to a new document. Review the merged
document
and then, close it without saving.
15. Merge to the printer, if available.
16. Close the Mail Merge task pane.
17. Close all open documents without saving them.
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LESSON 2 - MERGING MAILING LABELS AND DIRECTORIES
In this lesson, you will learn how to:
Use mailing labels
Create mailing labels
Select label options
Attach a data source
Insert label merge fields
Merge labels to a new document
Create a directory
Merge with an alternate data source
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Lesson 2 - Merging Mailing Labels and Directories Word 2007 -
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Page 42 Villanova UNIT Training
USING MAILING LABELS
Discussion You can use the mail merge feature to create mailing
labels. Since you do not have to
use all the fields in a data source when you are merging, you
can use the same data
source for both letters and mailing labels; it is not necessary
to create separate data
sources for each. This also makes it easier to keep the data
source up-to-date for future
mail merges.
You create labels using the following six steps:
1. Identify the main document.
2. Set up the main document.
3. Create or identify the data source.
4. Insert merge fields into the main document.
5. Preview the merged labels.
6. Perform the merge.
You can create label mail merges easily by using the Step by
Step Mail Merge Wizard
that opens the Mail Merge task pane. The Mail Merge task pane
provides the most
guidance and offers you the flexibility to review previous steps
carried out in the
process. To create labels, you must select the Labels option for
the main document in
the Mail Merge task pane.
CREATING MAILING LABELS
Discussion The first step in creating mailing labels is to
create or open the main document. After
the main document has been identified, you can select which type
of labels you want
to create. You can select from the range of many standard label
sizes contained in
Word, or, you can create customized labels.
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Procedures 1. Select the Mailings tab on the Ribbon.
2. Select the Start Mail Merge button in the Start Mail
Merge group.
3. Select Step by Step Mail Merge Wizard.
4. Under Select document type, select the Labels option.
Step-by-Step Create mailing labels.
Note: The steps in this lesson are specific to merging a new,
main document with an
existing data source. With the guidance provided by the Mail
Merge task pane,
however, you will be able to apply what you learn in this lesson
to other
circumstances, whether you are working with an existing main
document, a new data
source, or any combination of such files.
If necessary, open a new, blank document.
Steps Practice Data
1. Select the Mailings tab on the
Ribbon.
The Mailings tab is displayed.
Click Mailings
2. Select the Start Mail Merge button in
the Start Mail Merge group.
The Start Mail Merge menu opens. Click
3. Select Step by Step Mail Merge
Wizard.
The Mail Merge task pane opens
showing Step 1 of 6.
Click Step by Step Mail
Merge Wizard
4. Under Select document type, select
the Labels option.
The Labels option is selected.
Click Labels
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Lesson 2 - Merging Mailing Labels and Directories Word 2007 -
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Page 44 Villanova UNIT Training
SELECTING LABEL OPTIONS
Discussion After you have indicated that you want to create
labels, the next step is to set up the
main document. To set up the label main document, you must
indicate which type of
labels you want to create and the printer you plan to use. It is
possible that you will
have a package of label sheets from one of the label sheet
suppliers. Each sheet of
labels is a certain size containing a number of labels with
specific dimensions.
Setting up the main document using label options
Word creates a main document that contains a table to layout the
labels. If you cannot see the gridlines separating the labels, you
can click the Layout contextual tab, then click the View
Gridlines button in the Table group.
Procedures 1. Under Step 1 of 6, select the Next: Starting
document link.
2. Under Select starting document, select the Change
document
layout option.
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3. Under Change document layout, select the Label options
link
.
4. Under Printer information, select the desired printer
type.
5. Select the Tray list.
6. Select the desired option from the Tray list.
7. Select the Label vendors list.
8. Select the desired label vendor.
9. Select the desired product number from the Product number
list
box.
10. Select .
Step-by-Step Select label options.
Steps Practice Data
1. Under Step 1 of 6, select the Next:
Starting document link.
Step 2 of 6 is displayed in the Mail
Merge task pane.
Click Next: Starting
document
2. Under Select starting document,
select the Change document layout
option.
The Change document layout option
is selected.
Click Change
document layout, if
necessary
3. Under Change document layout,
select the Label options link.
The Label Options dialog box opens.
Click
4. Under Printer information, select the
desired printer type.
The printer type is selected.
Click Page printers, if
necessary
5. Select the Tray list.
A list of available options is displayed. Click Tray
6. Select the desired option from the
Tray list.
The selected option is displayed in the
Tray box.
Click the option indicated
by your instructor
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Lesson 2 - Merging Mailing Labels and Directories Word 2007 -
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Page 46 Villanova UNIT Training
Steps Practice Data
7. Select the Label vendors list.
A list of available vendors is
displayed.
Click Label vendors
8. Select the desired label vendor.
The selected vendor is displayed in the
Label vendors box.
Click Avery US Letter
9. Select the desired product number
from the Product number list box.
The product number is selected and
the Label information is displayed
accordingly.
Scroll as necessary and
click 5159
10. Select OK.
The Label Options dialog box closes
and blank labels appear in the main
document.
Click
The blank labels meet the size and layout specifications of the
selected product, as
supplied by the selected vendor.
ATTACHING A DATA SOURCE
Discussion Once you have created the main document for mailing
labels, you must create or
identify the data source. The data source contains the variable
information to be
inserted into the labels (such as names and addresses). You can
either open an existing
data source or create a new one.
Procedures 1. Under Step 2 of 6, select the Next: Select
recipients link.
2. Under Select recipients, select the Use an existing list
option.
3. Under Use an existing list, select the Browse link .
4. Select the Look in list .
5. Select the drive where the data source is stored.
6. Double-click to open the folder where the data source is
stored.
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7. Select the desired data source file.
8. Select the left-hand part of the Open button .
9. Select .
Step-by-Step Attach a data source.
Steps Practice Data
1. Under Step 2 of 6, select the Next:
Select recipients link.
Step 3 of 6 is displayed in the Mail
Merge task pane.
Click Next: Select
recipients
2. Under Select recipients, select the
Use an existing list option.
The Use an existing list option is
selected.
Click Use an existing
list, if necessary
3. Under Use an existing list, select the
Browse link.
The Select Data Source dialog box
opens.
Click
4. Select the Look in list.
A list of available drives is displayed. Click Look in
5. Select the drive where the data source
is stored.
A list of available folders and files is
displayed in the right-hand part of the
Select Data Source dialog box.
Click the student data
drive
6. Double-click to open the folder where
the data source is stored.
A list of available files appears.
Double-click the student
data folder
7. Select the desired data source file.
The file name