Microsoft Office 2007 - Microsoft Office 2007 - IllustratedIllustrated

Merging Word DocumentsMerging Word Documents

Microsoft Office 2007 – Illustrated

• Understand mail mergeUnderstand mail merge

• Create a main documentCreate a main document

• Design a data sourceDesign a data source

• Enter and edit recordsEnter and edit records

ObjectivesObjectives

Microsoft Office 2007 – Illustrated

• Add merge fieldsAdd merge fields

• Merge dataMerge data

• Create labelsCreate labels

• Sort and filter recordsSort and filter records

Objectives (continued)Objectives (continued)

Microsoft Office 2007 – Illustrated

Understanding Mail MergeUnderstanding Mail Merge

• With With mail mergemail 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 itemsfor many individuals or items• The standard document is the The standard document is the main main

documentdocument• The file with the unique data is the The file with the unique data is the data data

sourcesource• Use Mail Merge task pane or the Use Mail Merge task pane or the

commands on the Mailings tabcommands on the Mailings tab

Microsoft Office 2007 – Illustrated

• Main document contains boilerplate Main document contains boilerplate text and merge fieldstext and merge fields• Boilerplate text Boilerplate text appears in every appears in every

version of the merged documentversion of the merged document• A A merge fieldmerge 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 mergewhen you perform the merge

Understanding Mail Merge Understanding Mail Merge (continued)(continued)

Microsoft Office 2007 – Illustrated

• A data source contains data fields A data source contains data fields and data recordsand data records• A A data field data field is a category of informationis a category of information

• E.g., last name, City, postal codeE.g., last name, City, postal code• The names of the data fields are called The names of the data fields are called

field namesfield names

• AA data record data record is complete set of related is complete set of related information for an individual or an iteminformation for an individual or an item

• E.g., one person’s name and addressE.g., one person’s name and address

Understanding Mail Merge Understanding Mail Merge (continued)(continued)

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 sourcenames in associated data source

Understanding Mail Merge Understanding Mail Merge (continued)(continued)

Microsoft Office 2007 – Illustrated

Microsoft Office 2007 – Illustrated

Creating a Main DocumentCreating a Main Document

• The first step in a mail merge is to The first step in a mail merge is to create the main documentcreate the main document• Create from scratchCreate from scratch• Save an existing document as a main Save an existing document as a main

documentdocument• Use a mail merge template Use a mail merge template

• Use the Mail Merge task paneUse the Mail Merge task pane

Microsoft Office 2007 – Illustrated

Creating a Main Document Creating a Main Document (continued)(continued)

Microsoft Office 2007 – Illustrated

Creating a Main Document Creating a Main Document (continued)(continued)

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 documenttemplate 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 templateSelect template

• Select Template dialog box opensSelect Template dialog box opens

Creating a Main Document Creating a Main Document (continued)(continued)

Microsoft Office 2007 – Illustrated

Designing a Data SourceDesigning a Data Source

• Next step in the mail merge process Next step in the mail merge process is to identify the data sourceis 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 documentversion of the merge document

• You can use an existing data source or You can use an existing data source or create a new onecreate a new one

• To create one, you determine the fields to To create one, you determine the fields to include and then add the recordsinclude and then add the records

Microsoft Office 2007 – Illustrated

Designing a Data Source Designing a Data Source (continued)(continued)

Microsoft Office 2007 – Illustrated

Designing a Data Source Designing a Data Source (continued)(continued)

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 listan 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 paneMerge task pane

• Then, click Choose Contacts Folder to Then, click Choose Contacts Folder to open the Choose Profile dialog boxopen the Choose Profile dialog box

Designing a Data Source Designing a Data Source (continued)(continued)

Microsoft Office 2007 – Illustrated

Entering and Editing RecordsEntering 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 sourceor item you include in the data source

Microsoft Office 2007 – Illustrated

Entering and Editing Records Entering and Editing Records (continued)(continued)

Microsoft Office 2007 – Illustrated

Entering and Editing Records Entering and Editing Records (continued)(continued)

Microsoft Office 2007 – Illustrated

Adding Merge FieldsAdding 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 mergedand data source are merged• Names must correspond to the fields Names must correspond to the fields

names in data sourcenames 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)

Microsoft Office 2007 – Illustrated

Adding Merge Fields Adding Merge Fields (continued)(continued)

Microsoft Office 2007 – Illustrated

Adding Merge Fields Adding Merge Fields (continued)(continued)

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 sourceassociated 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 sourcethe field names used in the data source

• Use Match Fields dialog boxUse Match Fields dialog box

Microsoft Office 2007 – Illustrated

Merging DataMerging Data

• Before merging, preview merged Before merging, preview merged data for accuracydata 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 printermerging to a new file or to a printer

Microsoft Office 2007 – Illustrated

Merging Data (continued)Merging Data (continued)

Microsoft Office 2007 – Illustrated

Microsoft Office 2007 – Illustrated

Creating LabelsCreating 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 mailinglabels or print envelopes for a mailing• Select a standard label or envelope Select a standard label or envelope

size to use as the main documentsize to use as the main document• Select a data source, then insert merge Select a data source, then insert merge

fields in the main documentfields in the main document

Microsoft Office 2007 – Illustrated

Creating Labels (continued)Creating Labels (continued)

Microsoft Office 2007 – Illustrated

Creating Labels (continued)Creating Labels (continued)

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 tabMailings tab

Microsoft Office 2007 – Illustrated

Sorting and Filtering RecordsSorting and Filtering Records

• SortingSorting records determines the order records determines the order in which the records are mergedin which the records are merged

• FilteringFiltering 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 mergeonly those records in the merge

Microsoft Office 2007 – Illustrated

Sorting and Filtering Records Sorting and Filtering Records (continued)(continued)

Microsoft Office 2007 – Illustrated

Sorting and Filtering Records Sorting and Filtering Records (continued)(continued)

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 documentappear in merged document

• <<City>>, <<State>> <<ZIP Code>> <<City>>, <<State>> <<ZIP Code>>

Microsoft Office 2007 – Illustrated

SummarySummary

• Perform a mail merge by merging a Perform a mail merge by merging a main document with a data sourcemain document with a data source• The main document contains the The main document contains the

standard informationstandard information• The data source contains the The data source contains the

customized informationcustomized information

• Mail Merge task pane walks you Mail Merge task pane walks you through the mail merge processthrough the mail merge process