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1 Microsoft Office 2003: Adva nced ADVANCED MICROSOFT WORD Lesson 11 – Merging Form Documents, Directories, Mailing Labels, and Envelopes Microsoft Office 2003: Advanced

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Page 1: 1 Microsoft Office 2003: Advanced ADVANCED MICROSOFT WORD Lesson 11 – Merging Form Documents, Directories, Mailing Labels, and Envelopes Microsoft Office

1 Microsoft Office 2003: Advanced

ADVANCED MICROSOFT WORDLesson 11 – Merging Form Documents,

Directories, Mailing Labels, and Envelopes

Microsoft Office 2003:

Advanced

Page 2: 1 Microsoft Office 2003: Advanced ADVANCED MICROSOFT WORD Lesson 11 – Merging Form Documents, Directories, Mailing Labels, and Envelopes Microsoft Office

2 Microsoft Office 2003: Advanced

Objectives

Identify a main document and a data source. Insert merge fields into the main document. Preview, merge, and print form documents. Create a new data source. Edit, sort, and filter data source records.

Page 3: 1 Microsoft Office 2003: Advanced ADVANCED MICROSOFT WORD Lesson 11 – Merging Form Documents, Directories, Mailing Labels, and Envelopes Microsoft Office

3 Microsoft Office 2003: Advanced

Objectives (cont.)

Prepare mail merge documents for labels and envelopes.

Use merge features to create catalogs and directories.

Page 4: 1 Microsoft Office 2003: Advanced ADVANCED MICROSOFT WORD Lesson 11 – Merging Form Documents, Directories, Mailing Labels, and Envelopes Microsoft Office

4 Microsoft Office 2003: Advanced

Vocabulary

Boilerplate text Data source Field name Fields Header row

Main document Merge fields Record Variable text

Page 5: 1 Microsoft Office 2003: Advanced ADVANCED MICROSOFT WORD Lesson 11 – Merging Form Documents, Directories, Mailing Labels, and Envelopes Microsoft Office

5 Microsoft Office 2003: Advanced

Mail Merge: 6 Basic Steps

Select document type. Select starting document. Select recipients. Write your letter. Preview your letters. Complete the merge.

Page 6: 1 Microsoft Office 2003: Advanced ADVANCED MICROSOFT WORD Lesson 11 – Merging Form Documents, Directories, Mailing Labels, and Envelopes Microsoft Office

6 Microsoft Office 2003: Advanced

Step 1

Select Select document document typetype

Page 7: 1 Microsoft Office 2003: Advanced ADVANCED MICROSOFT WORD Lesson 11 – Merging Form Documents, Directories, Mailing Labels, and Envelopes Microsoft Office

7 Microsoft Office 2003: Advanced

Step 2

SelectSelect

starting starting documentdocument

Page 8: 1 Microsoft Office 2003: Advanced ADVANCED MICROSOFT WORD Lesson 11 – Merging Form Documents, Directories, Mailing Labels, and Envelopes Microsoft Office

8 Microsoft Office 2003: Advanced

Step 3

Select Select recipientsrecipients

Page 9: 1 Microsoft Office 2003: Advanced ADVANCED MICROSOFT WORD Lesson 11 – Merging Form Documents, Directories, Mailing Labels, and Envelopes Microsoft Office

9 Microsoft Office 2003: Advanced

Mail Merge Recipients Dialog Box

Page 10: 1 Microsoft Office 2003: Advanced ADVANCED MICROSOFT WORD Lesson 11 – Merging Form Documents, Directories, Mailing Labels, and Envelopes Microsoft Office

10 Microsoft Office 2003: Advanced

Step 4

Write Write your your letterletter

Page 11: 1 Microsoft Office 2003: Advanced ADVANCED MICROSOFT WORD Lesson 11 – Merging Form Documents, Directories, Mailing Labels, and Envelopes Microsoft Office

11 Microsoft Office 2003: Advanced

Step 5

PreviePreview your w your lettersletters

Page 12: 1 Microsoft Office 2003: Advanced ADVANCED MICROSOFT WORD Lesson 11 – Merging Form Documents, Directories, Mailing Labels, and Envelopes Microsoft Office

12 Microsoft Office 2003: Advanced

Step 6

Complete Complete the the mergemerge

Page 13: 1 Microsoft Office 2003: Advanced ADVANCED MICROSOFT WORD Lesson 11 – Merging Form Documents, Directories, Mailing Labels, and Envelopes Microsoft Office

13 Microsoft Office 2003: Advanced

Main Document with Merged Data

Variable data

Page 14: 1 Microsoft Office 2003: Advanced ADVANCED MICROSOFT WORD Lesson 11 – Merging Form Documents, Directories, Mailing Labels, and Envelopes Microsoft Office

14 Microsoft Office 2003: Advanced

Edit Data Source Records

Add new entries. Edit current entries. Delete current entries.

Page 15: 1 Microsoft Office 2003: Advanced ADVANCED MICROSOFT WORD Lesson 11 – Merging Form Documents, Directories, Mailing Labels, and Envelopes Microsoft Office

15 Microsoft Office 2003: Advanced

Sort Data Source Records

Organize the records in alphabetic or numeric order.

Page 16: 1 Microsoft Office 2003: Advanced ADVANCED MICROSOFT WORD Lesson 11 – Merging Form Documents, Directories, Mailing Labels, and Envelopes Microsoft Office

16 Microsoft Office 2003: Advanced

Filter Data Source Records

Set up conditions identifying criteria that must be met before records are included in a merge.

Page 17: 1 Microsoft Office 2003: Advanced ADVANCED MICROSOFT WORD Lesson 11 – Merging Form Documents, Directories, Mailing Labels, and Envelopes Microsoft Office

17 Microsoft Office 2003: Advanced

Prepare Labels

Mailing labels Name badges Business cards Postcards Folder labels

Page 18: 1 Microsoft Office 2003: Advanced ADVANCED MICROSOFT WORD Lesson 11 – Merging Form Documents, Directories, Mailing Labels, and Envelopes Microsoft Office

18 Microsoft Office 2003: Advanced

Envelope Options

Envelope size Return address Printing options

Page 19: 1 Microsoft Office 2003: Advanced ADVANCED MICROSOFT WORD Lesson 11 – Merging Form Documents, Directories, Mailing Labels, and Envelopes Microsoft Office

19 Microsoft Office 2003: Advanced

Create Catalogs and Directories

All records print in the same document. To print only specific records, you must first

filter the data source.

Page 20: 1 Microsoft Office 2003: Advanced ADVANCED MICROSOFT WORD Lesson 11 – Merging Form Documents, Directories, Mailing Labels, and Envelopes Microsoft Office

20 Microsoft Office 2003: Advanced

Summary

The mail merge feature enables you to create personalized form letters, mailing labels, and envelopes as well as catalogs and directories.

The data source contains variable information.

You insert field names from the data source into the main document.

Page 21: 1 Microsoft Office 2003: Advanced ADVANCED MICROSOFT WORD Lesson 11 – Merging Form Documents, Directories, Mailing Labels, and Envelopes Microsoft Office

21 Microsoft Office 2003: Advanced

Summary (cont.)

You can preview documents before you complete a merge.

You can sort data records before you merge them with a main document.

You can merge all or selected records to a new document, the printer, or e-mail.


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