1. Microsoft Office 2007 -
Microsoft Office 2007 -
Illustrated
Illustrated
Merging Word Documents
Merging Word Documents
2. Microsoft Office 2007 – Illustrated
• Understand mail merge
Understand mail merge
• Create a main document
Create a main document
• Design a data source
Design a data source
• Enter and edit records
Enter and edit records
Objectives
Objectives
3. Microsoft Office 2007 – Illustrated
• Add merge fields
Add merge fields
• Merge data
Merge data
• Create labels
Create labels
• Sort and filter records
Sort and filter records
Objectives (continued)
Objectives (continued)
4. Microsoft Office 2007 – Illustrated
Understanding Mail Merge
Understanding Mail Merge
• With
With mail merge
mail merge you merge a
you merge a
standard Word document with a file
standard Word document with a file
that contains customized information
that contains customized information
for many individuals or items
for many individuals or items
• The standard document is the
The standard document is the main
main
document
document
• The file with the unique data is the
The file with the unique data is the data
data
source
source
• Use Mail Merge task pane or the
Use Mail Merge task pane or the
commands on the Mailings tab
commands on the Mailings tab
5. Microsoft Office 2007 – Illustrated
• Main document contains boilerplate
Main document contains boilerplate
text and merge fields
text and merge fields
• Boilerplate text
Boilerplate text appears in every
appears in every
version of the merged document
version of the merged document
• A
A merge field
merge field indicates where the data
indicates where the data
from each record should be inserted
from each record should be inserted
when you perform the merge
when you perform the merge
Understanding Mail Merge
Understanding Mail Merge
(continued)
(continued)
6. Microsoft Office 2007 – Illustrated
• A data source contains data fields
A data source contains data fields
and data records
and data records
• A
A data field
data field is a category of information
is a category of information
• E.g., last name, City, postal code
E.g., last name, City, postal code
• The names of the data fields are called
The names of the data fields are called
field names
field names
• A
A data record
data record is complete set of related
is complete set of related
information for an individual or an item
information for an individual or an item
• E.g., one person’s name and address
E.g., one person’s name and address
Understanding Mail Merge
Understanding Mail Merge
(continued)
(continued)
7. Microsoft Office 2007 – Illustrated
• Merge fields inserted in main
Merge fields inserted in main
document must correspond with field
document must correspond with field
names in associated data source
names in associated data source
Understanding Mail Merge
Understanding Mail Merge
(continued)
(continued)
9. Microsoft Office 2007 – Illustrated
Creating a Main Document
Creating a Main Document
• The first step in a mail merge is to
The first step in a mail merge is to
create the main document
create the main document
• Create from scratch
Create from scratch
• Save an existing document as a main
Save an existing document as a main
document
document
• Use a mail merge template
Use a mail merge template
• Use the Mail Merge task pane
Use the Mail Merge task pane
10. Microsoft Office 2007 – Illustrated
Creating a Main Document
Creating a Main Document
(continued)
(continued)
11. Microsoft Office 2007 – Illustrated
Creating a Main Document
Creating a Main Document
(continued)
(continued)
12. Microsoft Office 2007 – Illustrated
• Using a mail merge template:
Using a mail merge template:
• If you are creating a letter, fax, or
If you are creating a letter, fax, or
directory, you can use a mail merge
directory, you can use a mail merge
template to start your main document
template to start your main document
• To use a template, click the Start from a
To use a template, click the Start from a
template option button in the Step 2 of
template option button in the Step 2 of
6 Mail Merge task pane, then click
6 Mail Merge task pane, then click
Select template
Select template
• Select Template dialog box opens
Select Template dialog box opens
Creating a Main Document
Creating a Main Document
(continued)
(continued)
13. Microsoft Office 2007 – Illustrated
Designing a Data Source
Designing a Data Source
• Next step in the mail merge process
Next step in the mail merge process
is to identify the data source
is to identify the data source
• Data source file contains the
Data source file contains the
information used to customize each
information used to customize each
version of the merge document
version of the merge document
• You can use an existing data source or
You can use an existing data source or
create a new one
create a new one
• To create one, you determine the fields to
To create one, you determine the fields to
include and then add the records
include and then add the records
14. Microsoft Office 2007 – Illustrated
Designing a Data Source
Designing a Data Source
(continued)
(continued)
15. Microsoft Office 2007 – Illustrated
Designing a Data Source
Designing a Data Source
(continued)
(continued)
16. Microsoft Office 2007 – Illustrated
• Merging with an Outlook data source:
Merging with an Outlook data source:
• You can merge a main document with
You can merge a main document with
an Outlook contact list
an Outlook contact list
• Click the Select from Outlook contacts
Click the Select from Outlook contacts
option button in the Step 3 of 6 Mail
option button in the Step 3 of 6 Mail
Merge task pane
Merge task pane
• Then, click Choose Contacts Folder to
Then, click Choose Contacts Folder to
open the Choose Profile dialog box
open the Choose Profile dialog box
Designing a Data Source
Designing a Data Source
(continued)
(continued)
17. Microsoft Office 2007 – Illustrated
Entering and Editing Records
Entering and Editing Records
• Each record includes the complete
Each record includes the complete
set of information for each individual
set of information for each individual
or item you include in the data
or item you include in the data
source
source
18. Microsoft Office 2007 – Illustrated
Entering and Editing Records
Entering and Editing Records
(continued)
(continued)
19. Microsoft Office 2007 – Illustrated
Entering and Editing Records
Entering and Editing Records
(continued)
(continued)
20. Microsoft Office 2007 – Illustrated
Adding Merge Fields
Adding Merge Fields
• Merge fields are placeholders for text
Merge fields are placeholders for text
that is inserted when main document
that is inserted when main document
and data source are merged
and data source are merged
• Names must correspond to the fields
Names must correspond to the fields
names in data source
names in data source
• Use Mail Merge task pane or Address
Use Mail Merge task pane or Address
Block, Greeting Line, and Insert Merge
Block, Greeting Line, and Insert Merge
Field buttons in the Write & Insert
Field buttons in the Write & Insert
Fields group (Mailings tab)
Fields group (Mailings tab)
23. Microsoft Office 2007 – Illustrated
Adding Merge Fields
Adding Merge Fields
(continued)
(continued)
• Matching fields:
Matching fields:
• Merge fields inserted in main document
Merge fields inserted in main document
must correspond with filed names in
must correspond with filed names in
associated data source
associated data source
• If using Address Block merge field, you
If using Address Block merge field, you
must make sure that the default
must make sure that the default
address field names correspond with
address field names correspond with
the field names used in the data source
the field names used in the data source
• Use Match Fields dialog box
Use Match Fields dialog box
24. Microsoft Office 2007 – Illustrated
Merging Data
Merging Data
• Before merging, preview merged
Before merging, preview merged
data for accuracy
data for accuracy
• Use the task pane or the Preview
Use the task pane or the Preview
Results button (Preview Results group,
Results button (Preview Results group,
Mailings tab)
Mailings tab)
• When merging, choose between
When merging, choose between
merging to a new file or to a printer
merging to a new file or to a printer
25. Microsoft Office 2007 – Illustrated
Merging Data (continued)
Merging Data (continued)
27. Microsoft Office 2007 – Illustrated
Creating Labels
Creating Labels
• Use Mail Merge task pane or
Use Mail Merge task pane or
commands on Mailings tab to create
commands on Mailings tab to create
labels or print envelopes for a mailing
labels or print envelopes for a mailing
• Select a standard label or envelope
Select a standard label or envelope
size to use as the main document
size to use as the main document
• Select a data source, then insert merge
Select a data source, then insert merge
fields in the main document
fields in the main document
30. Microsoft Office 2007 – Illustrated
Creating Labels (continued)
Creating Labels (continued)
• Printing individual
Printing individual
envelopes and
envelopes and
labels:
labels:
• Use Mail Merge or
Use Mail Merge or
commands in
commands in
Create group on
Create group on
Mailings tab
Mailings tab
31. Microsoft Office 2007 – Illustrated
Sorting and Filtering Records
Sorting and Filtering Records
• Sorting
Sorting records determines the order
records determines the order
in which the records are merged
in which the records are merged
• Filtering
Filtering pulls out the records that
pulls out the records that
meet specific criteria and includes
meet specific criteria and includes
only those records in the merge
only those records in the merge
32. Microsoft Office 2007 – Illustrated
Sorting and Filtering Records
Sorting and Filtering Records
(continued)
(continued)
33. Microsoft Office 2007 – Illustrated
Sorting and Filtering Records
Sorting and Filtering Records
(continued)
(continued)
34. Microsoft Office 2007 – Illustrated
Sorting and Filtering Records
Sorting and Filtering Records
(continued)
(continued)
• Inserting individual merge fields:
Inserting individual merge fields:
• Include proper punctuation, spacing,
Include proper punctuation, spacing,
and blank lines between merge fields in
and blank lines between merge fields in
main document if you want them to
main document if you want them to
appear in merged document
appear in merged document
• <<City>>, <<State>> <<ZIP Code>>
<<City>>, <<State>> <<ZIP Code>>
35. Microsoft Office 2007 – Illustrated
Summary
Summary
• Perform a mail merge by merging a
Perform a mail merge by merging a
main document with a data source
main document with a data source
• The main document contains the
The main document contains the
standard information
standard information
• The data source contains the
The data source contains the
customized information
customized information
• Mail Merge task pane walks you
Mail Merge task pane walks you
through the mail merge process
through the mail merge process
