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PRESENTED BY:
GROUP TWO
BSCMA-IIA
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Address list: An address list is a file that contains the data that varies in eachcopy of a merged document. For example, a data source can include the name
and address of each recipient of a form letter.
Boilerplate: Generic information that is repeated in each form letter, mailinglabel, envelope, or directory (catalog).
Data field: A category of information in a data source. A data field correspondsto one column of information in the data source. The name of each data field is
listed in the first row (header row) of the data source. "PostalCode" and
"LastName" are examples of data field names.
Data record: A complete set of related information in a data source. A datarecord corresponds to one row of information in the data source. All information
about one client in a client mailing list is an example of a data record.
Delimited file: A text file that has data fields separated (or delimited) by tabcharacters or commas, and data records delimited by paragraph marks.
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Header row: The first row (or record) in a mail merge data source. Theheader row contains the field names for the categories of information
in the data source; for example, "Name" and "City." The header row
can also be stored in a separate document called the header source.
Main document: In a mail merge operation, the document thatcontains the text and graphics that remain the same for each version of
the merged document; for example, the return address and body of a
form letter.
Merge field: A placeholder that you insert in the main document.Merge fields tell Microsoft Word where to insert specific information
from the data source. For example, insert the merge field "City" to
have Word insert a city name, such as "Paris," that is stored in the City
data field.
Merged document: The document that is created by merging the datafrom the data source into the main document.
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Mail Merge Wizard
To start the Mail Merge in the new Word 2007,click on the Mailings tab. The Ribbon, the groupsof commands you see on each tab, replaces the
toolbars and menus. Commands are organized in
groups related to activities such as you see below
in the Create, Start Mail Merge, and Write &
Insert Fields groups on the Mailings tab.
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When you click on the arrowbeside Start Mail Merge, adrop-down list appears asshown below. Select the last
option, Step by Step MailMerge Wizard.
This brings up the task pane as shown
below. SelectLetters (or whatevertype you want) as the type of
document and then click on theNext: Starting document link at the
bottom of the task pane to go to the
next step to select your starting
document
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Selecting a Template You have options to use
the current document you
have open, to select atemplate, or to browse to
an existing document notopen. For this practice,
select Start from a
template. This brings upa link you click on toSelect template.
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This opens the Select Template dialog box
shown. Select the Letters tab and choose Oriel Merge
Letter. Click on OK
This takes you to Step 3 in the Mail Merge
process in which you Select recipients.
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Selecting Recipients Select Use an existing list and click on the
Browse link. Locate and open the file
containing your data source. For this
9exercise, use the MailMergeList.xls.
This opens the following dialog box in whichyou select the table (the named range defined
within Excel) containing the mail merge
recipients info you want to pull into the merge
fields in your document. Select seminar or
training or whatever you named the range in
your spreadsheet containing the names and
addresses you want to use for the mail merge
("attendees" is the defined range selected as
shown below).
http://helpdesk.ua.edu/training/word/MailMergeList.xlshttp://helpdesk.ua.edu/training/word/MailMergeList.xls -
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Make sure to check the box indicating that the First row of
data contains column headers so that the field labels (Last
Name, First Name, Address1, etc.) on your spreadsheet wont
be mistaken for data.This opens the Mail Merge Recipients dialog box shownbelow. Here you can select which recipients to include or
deselect by unchecking the check box by the name.
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You can sort and filter the list using the drop-downlist located on each field name indicated by thetriangular black arrow. Note there are also links toSort and Filter or Find Duplicates and recipients in
the Refine recipient list section.
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Click on the link Next: Write your letter to go onto the next step to edit the mail merge templateletter content.
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Inserting Merge Fields
Notice that the Address Block and Greeting Linefields are already inserted into this templateletter. If you werent using a preformatted mailmerge letter, you would just simply click on the
links on the right to insert the Address block,Greeting line, or more items (more mergefields). You also have these same options on theMailings toolbar at the topyou dont have to usethe wizard each time you do a mail merge. Pick the
date and replace the letter content with your ownand then go on to the next step to preview yourletters by clicking on the link at the bottom of thetask pane.
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Matching Fields When you click on the Address block link, the following
dialog box appears in which you can choose the format ofthe address. Also, you can click on the Match Fieldsbutton to match the missing address field (the MatchFields button is also on the Mailings tab in the "Writeand Insert Fields" grouping).
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Clicking on the MatchFields button bringsup the following dialog
box. Use the Address 1drop-down list toselect the Street fieldname from the Excel
spreadsheet.
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Previewing Results
You have buttons on both the PreviewResults group on the Mailings ribbonas well as the task pane to look atdifferent recipient info before going onto the next step to complete the merge.
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Completing the Merge
When you click on the link, Next:Complete the merge, the followingappears:
Click on the link Edit individual letterswhich you can see from the screen tip isthe link to Merge to new document.This is also a button on the "Finish &Merge" dropdown list on the Mailings
Ribbon.
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The Print link on the Task Pane or PrintDocuments on the Ribbon dropdown listallows you to merge directly to the printer.
When you click on the link to edit theletters, the following dialog box appears:
You can choose whether to
merge all or selectedrecords. Click OK and thena new merged documententitled Letters1 iscreated. It contains the
individual letters for eachrecipient. If you look at thestatus bar, you will see thatit indicates multiple letters.
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Saving
Save your work by clicking on the new Office button
which replaces the file menu.
Select "Save As" to view the new options for saving indifferent formats.
The new "default" file format is .docx, a new
file format for Word documents. It is one ofthe new Office XML formats. You also havethe option to save in the Word 97-2003format so that your file is compatible withthose versions and can be opened in them.However, with earlier versions of Word, you
can open a file created in the 2007 version bygoing to the Download Center at theMicrosoft site and downloading theMicrosoft Office Compatibility Pack for2007 Office Word, Excel andPowerPoint File Formats.
http://www.microsoft.com/downloads/details.aspx?FamilyId=941B3470-3AE9-4AEE-8F43-C6BB74CD1466&displaylang=enhttp://www.microsoft.com/downloads/details.aspx?FamilyId=941B3470-3AE9-4AEE-8F43-C6BB74CD1466&displaylang=en -
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GROUP TWOBSCMA-IIA
2010-2011
BALTAZAR, REMILYN
BARRIOS, ANA MARIE
BERROYA, CHELZEE
BUNDANG, KATHLEEN GRACE
CAHILIG, KRISTINE JOY