1. The document discusses how to perform a complex mail merge in Microsoft Word 2007. It describes using fields, rules, and formatting to personalize form letters, add coupons with sequential numbers, and tailor messages to specific recipients.
2. The lessons explain how to use the Mailings tab and ribbon interface to start a mail merge, select recipients, insert fields, preview results, edit documents, and print or save the merged documents.
3. More complex techniques are presented like using IF/THEN logic fields and rules to selectively include content and formatting fields distinctly for emphasis.
Bsbled401 a develop_teams_and_individuals_sah 2012
Mail merge 2_without_questions
1. Microsoft Office
®
Word 2007 Training
Mail Merge II: Use the Ribbon and
perform a complex mail merge
2. Course contents
• Overview: Beyond merge basics
• Lesson 1: Use the Ribbon to perform a mail
merge
• Lesson 2: Perform a more complex mail merge
Each lesson includes a list of suggested tasks and a set of
test questions.
3. Overview:
Beyond merge basics
You have a detailed mailing list of your
customers. You want to mail a marketing letter
to customers in a specific postal code, and add
a personalized greeting and a note to the
letter.
Because it’s a long customer list, you need to
know how to sort through all the information to
send the mailing to the right customers.
This course will show you how.
4. Course goals
• Use the Mailings tab commands to perform a mail merge.
• Use Word fields to personalize form letters, e-mail
messages, or to number coupons.
• Perform a complex mail merge that merges several unique
elements into a set of otherwise identical documents.
5. Lesson 1
Use the Ribbon
to perform a mail merge
6. Use the Ribbon to perform a
mail merge
You’re already
familiar with the
wizard that steps you
through the mail
merge process.
But mail merge isn’t always as simple as just adding a name or address as a field.
Sometimes you need to do something a little more complicated, such as tailoring a
letter to specific recipients, or adding sequential numbers to a series of coupons.
You can do these merges by using the Mailings tab on the Ribbon.
7. Groups and commands
on the Mailings tab
The Mailings tab on
the Ribbon is where
you can perform a
mail merge by using
the four groups shown
in the picture.
Start Mail Merge: This is the beginning point where you pick a document type
and then select, create, or edit the recipient list.
Write & Insert Fields: Here’s where you can insert the fields and if necessary
map your fields to your recipient list.
8. Groups and commands
on the Mailings tab
The Mailings tab on
the Ribbon is where
you can perform a
mail merge by using
the four groups shown
in the picture.
Preview Results: View the individual merged documents before you
complete the merge.
Finish: Complete the merge and combine your individual documents into one
comprehensive document, or print them out, or send them electronically.
9. Step 1: Start the mail merge
You may be familiar
with starting the Step
by Step Mail Merge
Wizard by clicking the
Start Mail Merge
command.
Using that same command you can also go directly to the type of document you
want to use in the mail merge.
To start a mail merge, click the Mailings tab and the Start Mail Merge
command. Then choose the type of document you want to use in the mail merge.
10. Step 2: Select the recipients
Next you connect to
your recipient list by
clicking Select
Recipients. You can
type a new recipient
list, browse to select
an existing list, or
select your Outlook
Contacts.
Animation: Right-click, and click Play.
When you browse to an existing list, Word will first look in the folder, My Data
Sources, a convenient place to keep your recipient list because it opens first. When
you select the file you want to use for your recipient list and click OK, you’ve
connected your document to the list.
11. Step 2: Select the recipients
Next you connect to
your recipient list by
clicking Select
Recipients. You can
type a new recipient
list, browse to select
an existing list, or
select your Outlook
Contacts.
When you browse to an existing list, Word will first look in the folder, My Data
Sources, a convenient place to keep your recipient list because it opens first.
When you select the file you want to use for your recipient list and click OK,
you’ve connected your document to the list.
12. Step 3: Insert fields
You’ve probably
written the text that will
be the same in every
copy of your merge
document, so this step
is where you can add
the Address Block or
Greeting Line fields.
Or, click Insert Merge Field to add any other information from your recipient list
that you want.
The picture shows an example of the Address Block field in the Write & Insert
Fields group.
13. Step 4: Preview the merged
document
After you’re through
writing your document
and inserting fields,
click Preview Results
to see an example of
a merged document.
You can look at each additional merged document by clicking the Next Record or
Previous Record arrows.
Looking for a specific person? Just click Find Recipient and enter the recipient’s
name.
14. Step 5: Edit individual
documents
Your merge is ready,
but you have the
option to review some
or all of the merged
documents.
Clicking Finish & Merge and then clicking Edit Individual Documents creates a
separate comprehensive document that includes every recipient in the merge.
15. Step 5: Edit individual
documents
Your merge is ready,
but you have the
option to review some
or all of the merged
documents.
Here’s where you can take a final look at each merged document—just scroll
through the set of finished documents to review and modify them.
After you’re done, you can print the finished documents immediately.
16. Step 6: Print the merged
documents
Perhaps you skipped
the option to edit
individual documents
and are ready to print
all the merged
documents.
Simply click Print Documents from the Finish & Merge command. The Merge
to Printer dialog box opens, where you can choose to print all the merged
documents or just specific ones.
If you are distributing your mail merge documents electronically, use Send E-mail
Messages instead.
17. Step 7: Save the documents
If you plan to use the
main document again
for another mail
merge, it’s a good
idea to save it.
Saving the main document means that you will keep the connection to the
recipient list. When you open the document again, you will be asked if you want to
connect to the same list.
18. Step 7: Save the documents
Here’s how.
Click the Microsoft Office Button.
On the menu, click Save. Then choose a location and name for the file and
click Save again.
19. Suggestions for practice
1.Display the Mailings tab and start
the merge.
2.Connect to your recipient list and
refine the list.
3.Add and match fields.
4.Preview and finish the merge.
21. Perform a more
complex mail merge
After you get the hang
of a basic mail merge,
you can try something
more complex.
For example, you might want to tailor your correspondence to add a personalized note in a
form letter. You might also want to add a coupon and add sequential numbers, and tell some
customers to bring in the coupon and others to mail it in to the store.
Or how about making your fields stand out by formatting them in a distinctive colour or font?
This is possible too.
22. Perform a more
complex mail merge
The picture shows
several types of fields
that can be used in a
mail merge.
Address Block
Greeting Line
If...Then...Else
23. Perform a more
complex mail merge
The picture shows
several types of fields
that can be used in a
mail merge.
Personal Note
Merge Record #
24. Tailor your merge with Rules
The Rules command
offers a number of
popular Word fields,
such as If…Then…
Else… and Merge
Record #, that you
can use to add special
capability to your main
document.
The picture shows how to create Rules:
Place the cursor where you want the field to be located in the main document.
Click Rules in the Write & Insert Fields group and then click the field that you
want to include in the document.
25. Other fields that you can use
When you are writing
your main document
and inserting fields,
you can also use the
fields that are
available in the Quick
Parts command on
the Insert tab.
To view the entire list of Word fields:
Click the Insert tab, and then in the Text group, click Quick Parts and Field.
To insert a field, under Field names, click the field you want to insert, and then
click OK.
26. Format your merged text
Information from the
recipient list that you
merge into the main
document does not
have any formatting,
but you can add
some.
To format the data in the document, select the field, and then format it by using
the commands on the Home tab, just as you would for other text.
Make sure that you include the chevrons (« ») that surround the field.
[ Notes to trainer : If your students aren’t familiar with how to do a mail merge, direct them to the first training presentation titled, “Mail Merge I: Use mail merge for mass mailings,” which describes performing a mail merge using a wizard. For detailed help in customizing this template, see the very last slide. Also, look for additional lesson text in the notes pane of some slides. Adobe Flash animations : This template contains Flash animations. These will play in PowerPoint 2000 and later. However: If you want to save this template in PowerPoint 2007, save it in the earlier PowerPoint file format: PowerPoint 97-2003 Presentation (*.ppt) or PowerPoint 97-2003 Template (*.pot) . (You’ll see the file types in the Save As dialog box, next to Save as type. ) Warning: If you save it in a PowerPoint 2007 file format, such as PowerPoint Presentation (*.pptx) or PowerPoint Template (*.potx) , the animations won’t be retained in the saved file. Also : Because this presentation contains Flash animations, saving the template may cause a warning message to appear regarding personal information. Unless you add information to the properties of the Flash file itself, this warning does not apply to this presentation. Click OK on the message.]
You begin with the Start Mail Merge command and then progress to the right across the Ribbon to complete the mail merge at the Finish group.
At this point, you’ll see that additional commands become available on the Ribbon. You’ll learn about these commands in the next screens. For now, click Play below the image to see how to connect to a recipient list. [ Note to trainer: To play the animation when viewing the slide show, right-click the animation, then click Play . After playing the file once, you may have to click Rewind (after right-clicking) and then click Play . If you’re clicking the slide to make text enter or to advance to the next slide but nothing’s happening, click away from the animation. Sometimes you have to click twice. If you have problems viewing the animation, see the notes for the last slide in this presentation about playing an Adobe Flash animation. If you still have problems viewing the animation, the slide that follows this one is a duplicate slide with static art. Delete either the current slide or the next slide before showing the presentation.]
At this point, you’ll see that additional commands become available on the Ribbon. You’ll learn about these commands in the next screens. [ Note to trainer: This slide is identical to the preceding slide except that it has static art instead of an animation. Use this slide if you have problems viewing the animation. Delete either the current slide or the preceding slide before showing the presentation.]
There is also another command called Rules that you can use to insert special fields. A special field can be a response to a question, for example, or it can be conditional text . An example of conditional text might be inserting "she" versus "he" in a sentence.
Note : The Edit Individual Documents options are available only for a mail merge you intend to print. It’s not available for a mail merge you plan to distribute electronically as e-mail messages.
Note : If you used the Edit Individual Documents option, you can save the separate, comprehensive document also, but keep in mind that it’s going to be a larger file.
[ Note to trainer : With Word 2007 installed on your computer, you can click the link in the slide to go to an online practice. In the practice, you can work through each of these tasks in Word, with instructions to guide you. Important : If you don’t have Word 2007, you won’t be able to access the practice instructions.]
If...Then...Else... does one of two things, depending upon the condition that you specify. This is how you can insert "she" versus "he" in a sentence by using a Title (Ms or Mr) column from your recipient list. Or you can print a company address if there is information in the Company column of the recipient list, but print the home address instead if Company column is blank for any recipient. Merge Record # will print a unique number in a merged document. The number is in sequential order according to the recipients in your list. To add a field from the Rules command, you:
There are a number of Word fields located here that you can insert into a document to: Display information about the document, such as the document’s creation or print date, or the author’s name. For example, Date field will automatically add the current date to each merged copy of a letter. Perform some calculation or action, such as counting and displaying the number of pages in one section of a document, or prompting a document’s user to fill in text.
[ Note to trainer : With Word 2007 installed on your computer, you can click the link in the slide to go to an online practice. In the practice, you can work through each of these tasks in Word, with instructions to guide you. Important : If you don’t have Word 2007, you won’t be able to access the practice instructions.]
