Microsoft Word 2000: Mail Merge Basics Peggy Serfazo Marple Molly Calvello Support Professionals Business Applications - Desktop Microsoft Corporation.

Microsoft Word 2000: Mail Microsoft Word 2000: Mail Merge BasicsMerge Basics

Peggy Serfazo MarplePeggy Serfazo MarpleMolly CalvelloMolly CalvelloSupport ProfessionalsSupport ProfessionalsBusiness Applications - DesktopBusiness Applications - DesktopMicrosoft CorporationMicrosoft Corporation

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ObjectivesObjectives

Define a mail merge Define a mail merge Discuss the parts of a mail mergeDiscuss the parts of a mail merge Discuss common mail merge terminologyDiscuss common mail merge terminology Describe the three steps used to complete a Describe the three steps used to complete a

mail mergemail merge Discuss some common mail merge issuesDiscuss some common mail merge issues

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Mail MergeMail Merge

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Parts of a Mail MergeParts of a Mail Merge

Main documentMain document Data sourceData source Header source Header source (optional)(optional)

ResultsResults

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Common TerminologyCommon Terminology

FieldField A specific piece of information about a recordA specific piece of information about a record

Record Record An associated collection of fieldsAn associated collection of fields

DelimiterDelimiter A character used to separate fields and recordsA character used to separate fields and records

Header row Header row The row that contains the field names The row that contains the field names

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ExampleExample

Record

Header Row FieldDelimiter

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The Main Document ContainsThe Main Document Contains

Boilerplate textBoilerplate text Form letterForm letter InvoiceInvoice

A standard format for printing A standard format for printing Envelope Envelope Label Label

Fields Fields Placeholders for the data from your data sourcePlaceholders for the data from your data source

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Types of Main DocumentsTypes of Main Documents

Form lettersForm letters Mailing labelsMailing labels Envelopes Envelopes CatalogCatalog

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The Data SourceThe Data Source

Contains the text and graphics that vary for Contains the text and graphics that vary for each merged documenteach merged document

Contains records and fieldsContains records and fields Requirements:Requirements:

Records in the data source must contain the Records in the data source must contain the same number of fields as the header rowsame number of fields as the header row

The header row must be the first row or The header row must be the first row or paragraph (if a separate header source is not paragraph (if a separate header source is not used)used)

Field data must be entered exactly as you want it Field data must be entered exactly as you want it to be printed to be printed

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Types of Data SourcesTypes of Data Sources

Word documentWord document Excel spreadsheetExcel spreadsheet DatabasesDatabases

Microsoft AccessMicrosoft Access dBASEdBASE MicrosoftMicrosoft®® FoxPro FoxPro®®

OthersOthers

Address booksAddress books Text filesText files

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Header Source Header Source (optional)(optional)

Consists of a row of field names Consists of a row of field names Used in addition to a data sourceUsed in addition to a data source Identifies the fields of data in the data sourceIdentifies the fields of data in the data source

For example,For example, if you can't add or edit a header if you can't add or edit a header record in the data source (because the data record in the data source (because the data source is read-only), you can use a separate source is read-only), you can use a separate header source that contains the field names header source that contains the field names you want to use.you want to use.

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Results of Mail MergeResults of Mail Merge

Word 2000 can merge to:Word 2000 can merge to:

New documentNew document PrinterPrinter Fax (if faxing software is installed)Fax (if faxing software is installed) E-mail (if e-mail software is installed)E-mail (if e-mail software is installed)

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Getting StartedGetting Started

To activate the Mail Merge Helper, click Mail To activate the Mail Merge Helper, click Mail Merge on the Tools menu.Merge on the Tools menu.

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Using the Mail Merge HelperUsing the Mail Merge Helper

Step 1: Create the main documentStep 1: Create the main document Step 2: Attach the data sourceStep 2: Attach the data source Step 3: Perform the mail mergeStep 3: Perform the mail merge

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Step 1: Create the Main DocumentStep 1: Create the Main Document

Click the Create button next to the number 1 Click the Create button next to the number 1 in the Mail Merge Helper dialog boxin the Mail Merge Helper dialog box

Select the type of Main Document that you’ll Select the type of Main Document that you’ll be using for this Mail Mergebe using for this Mail Merge

Choose whether to use the active document Choose whether to use the active document window or create a new documentwindow or create a new document

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Step 2: Attach the Data DocumentStep 2: Attach the Data Document

If the data source already exists:If the data source already exists:

Click the Get Data button next to the number Click the Get Data button next to the number 2 in the Mail Merge Helper dialog box2 in the Mail Merge Helper dialog box

Choose Open Data SourceChoose Open Data Source Select the Data Source (document, Select the Data Source (document,

spreadsheet, database, or other file)spreadsheet, database, or other file) Click OpenClick Open

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Step 2: Attach the Data Document Step 2: Attach the Data Document (cont.)(cont.)

If the Data Source needs to be created:If the Data Source needs to be created: Click the Get Data buttonClick the Get Data button Choose Create Data SourceChoose Create Data Source

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Create a Data SourceCreate a Data SourceThe Create Data Source dialog box lets you:The Create Data Source dialog box lets you:

Remove unwanted field namesRemove unwanted field names Add new field namesAdd new field names Change the order of field namesChange the order of field names

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Create a Data Source Create a Data Source (cont.)(cont.)

Finalize all of the field names to be used Finalize all of the field names to be used Click the OK button Click the OK button Name and save your data sourceName and save your data source

You will then receive the following message:You will then receive the following message:

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Entering DataEntering Data

The next step is to enter data using a data form.The next step is to enter data using a data form.

Move through the form using the Enter key or Move through the form using the Enter key or the Tab key on the keyboardthe Tab key on the keyboard

When finished, click OKWhen finished, click OK

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Preparing the Main DocumentPreparing the Main Document

Insert merge fields where you want the Insert merge fields where you want the changing data to be placed changing data to be placed

Apply the formatting you wantApply the formatting you want Format the document as a blueprint of what Format the document as a blueprint of what

the final result will look likethe final result will look like

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Step 3: Perform the Mail MergeStep 3: Perform the Mail Merge

Click the Merge button in the Mail Merge Click the Merge button in the Mail Merge HelperHelper

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Mail Merge OutputMail Merge Output

Select the output for the mail mergeSelect the output for the mail merge Specify the records to be mergedSpecify the records to be merged

You can also:You can also: Check for errorsCheck for errors Set query optionsSet query options

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Checking for ErrorsChecking for Errors

Compares field names used in the main Compares field names used in the main document to the field names used in the data document to the field names used in the data sourcesource

Verifies that the same number of fields are Verifies that the same number of fields are contained in each recordcontained in each record

Reports any errors foundReports any errors found

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Setting Query OptionsSetting Query Options

Filter RecordsFilter Records

Sort RecordsSort Records

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Review Review

Step 1: Create the main documentStep 1: Create the main document Step 2: Attach a data sourceStep 2: Attach a data source Step 3: Complete the mergeStep 3: Complete the merge

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Merging to LabelsMerging to Labels

Step 1: Choose Labels as the Main DocumentStep 1: Choose Labels as the Main Document Step 2: Attach a Data SourceStep 2: Attach a Data Source

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Select the Label OptionsSelect the Label Options

Select the type of printerSelect the type of printer Select the type of label productSelect the type of label product Create new label if neededCreate new label if needed

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Set Up a Sample LabelSet Up a Sample Label

Insert the merge fields Insert the merge fields Add punctuation and formattingAdd punctuation and formatting Click OK when finishedClick OK when finished

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Merge the LabelsMerge the Labels

Step 3: MergeStep 3: MergeTip:Tip: Merge enough records for one Merge enough records for one

sheet ofsheet oflabels and print them on blank paper beforelabels and print them on blank paper beforeprinting on actual labels.printing on actual labels.

Can be saved and used againCan be saved and used again

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Merging to EnvelopesMerging to Envelopes

Step 1: Choose Envelopes as the main Step 1: Choose Envelopes as the main documentdocument

Step 2: Attach a data sourceStep 2: Attach a data source

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Select the Envelope OptionsSelect the Envelope Options

Select the envelope sizeSelect the envelope size Set the address fonts and positionsSet the address fonts and positions Select the printing options for your printerSelect the printing options for your printer

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Set Up a Sample EnvelopeSet Up a Sample Envelope Insert the merge fieldsInsert the merge fields Add punctuation and formattingAdd punctuation and formatting Add a postal bar code Add a postal bar code (optional)(optional)

Click OKClick OK

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Merge the EnvelopesMerge the Envelopes

Step 3: MergeStep 3: MergeTip: Merge one or two envelopes to verify theTip: Merge one or two envelopes to verify theaddress positioning, envelope and addressaddress positioning, envelope and addressorientation, and so on, before merging all of theorientation, and so on, before merging all of therecords.records.

Can be saved and used again Can be saved and used again

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Mail Merge ToolbarMail Merge Toolbar

View Merged DataFind Record

Merge to New Document

Merge to Printer

Go To RecordMail Merge Helper

Check for Errors

Edit Data File

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Data Source ToolbarData Source Toolbar

Data Form

Manage Fields

Add New Record

Delete Record Insert Database

Sort Records

Update Fields

Mail Merge Main Document

Find Record

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Help ResourcesHelp Resources

Microsoft Word Help Microsoft Word Help Ask the Office Assistant!Ask the Office Assistant!

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Help Resources Help Resources (cont.)(cont.)

Mail Merge TroubleshooterMail Merge Troubleshooter

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Online Help AvailableOnline Help Available

Word Mail Merge Resource CenterWord Mail Merge Resource Center http://support.microsoft.com/support/word/usage/

mailmerge/default.asp

(Note that the URL should be entered as one line; it is wrapped here for readability.)

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Common Mail Merge IssuesCommon Mail Merge Issues I’m prompted for a data source when I open a I’m prompted for a data source when I open a

main document:main document: The original data source may have been moved or The original data source may have been moved or

deleted. deleted. Locate the file and attach it again.Locate the file and attach it again.

I receive a message that my data source is a I receive a message that my data source is a mail merge main document:mail merge main document: The data source may have been the active The data source may have been the active

window when the mail merge was started.window when the mail merge was started. On the Tools menu, click Mail Merge, click the On the Tools menu, click Mail Merge, click the

Create button, and select “Restore to Normal Create button, and select “Restore to Normal Word Document.”Word Document.”

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Issues Issues (cont.)(cont.)

Why do the merge fields print instead of my Why do the merge fields print instead of my data?data? The option to print field codes is turned onThe option to print field codes is turned on On the Tools menu, click Options, click the Print On the Tools menu, click Options, click the Print

tab, and clear the Field codes check boxtab, and clear the Field codes check box How do I print specific pages after I've How do I print specific pages after I've

merged all of the records to a new merged all of the records to a new document?document? A new document section is created for each A new document section is created for each

merged record. On the File menu, click Print, type merged record. On the File menu, click Print, type the appropriate section and page number in the the appropriate section and page number in the following format:following format:Page#Section# Example: P1S2-P2S5Page#Section# Example: P1S2-P2S5