Download - How to create a Mailmerge using the Programs word and access By Mrs Douglas 22 October 2010
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How to create a Mailmergeusing the
Programs word and access
By Mrs Douglas 22 October 2010
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Load Word
Click on: Tools/Letters and Mailings/Mail Merge
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Right click on the blue bar and then choose
mailmerge
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Step 1
• Ensure Letters is selected
• Click Next: Starting Document
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Step 2
• Ensure Use the current document is selected
• Click Next: Select recipients
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Step 3
• Select Type a new list
• Click Create
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Click Customise button
Use these buttons to create these 7 fields
Step 4
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Type in the 5 company stockholders records – click New Entry in between
Click Close after the 5th
Save the list in your BTEC Unit 1 folder
Call it Address List
Step 5
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Step 6
Click ok
Click Next: Write your letter
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Step 7Insert the Toytastic logo and address as shown
Type in the reference – insert your own initials
Type in today’s date and press enter twice.
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• Click the INSERT MERGE FIELDS button.
• This dialogue box will appear.
• Choose a field name, click INSERT and then CLOSE.
• Insert spaces between the fields and press ENTER at the end of each line.
• Repeat this until your letter has all the fields needed – it should look like this example.
Step 8
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Step 9Using your own words, complete the rest of the letter.
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Step 10
Click the MERGE TO NEW DOCUMENT button.
Click OK
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The letter will have merged with the 5 names and addresses to produce 5 letters.
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Go to the program access and open up the address list file and screen shot this into your btec unit1 portfolio
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Screen shot all of the following and add to you unit 1 portfolio
1. A copy of the letter showing the merge fields
2. A copy of all five letters to the company shareholders
3. Company shareholders contact list (address list file in program access)