word lesson 9 creating mass mailing documents
TRANSCRIPT
Microsoft®
Word 2010Core
Skills
Lesson 9: Creating Mass Mailing Documents
Courseware #: 3240
Microsoft Office Word 2010
Microsoft®
Word 2010Core
Skills
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Lesson 9 Objectives
• understand what mail merge means
• create a main document or form
• use a data source • merge documents
automatically or manually
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Word 2010Core
Skills
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What are Mailings
• Mail Merge– Combining list of variable information with document
• Main Document– Standard letter, label, envelope or list format to merge with Data Source– Contains identical text for each personalized document, along with special
merge fields where each variable from Data Source to be placed
• Data Source– List of variable information to insert into Main Document – Fields identify where one variable ends and another begins
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Word 2010Core
Skills
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Understanding the Main Document
• Set up once with appropriate merge fields
• Can insert merge fields individually, or use preset merge fields provided
• Merge fields appear with << and >> around merge code– Special code that performs pre-defined task– To delete merge field, select entire code and press Delete
• Activate Step-by-Step Wizard to select options from task pane
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Understanding Data Sources
• Contains variables to insert in main document
• Variables change in each record
– Assigned field names
– Recipient Lists
• Can come from several different sources
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Understanding Data Sources
Data Fields
Records
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Understanding Data Sources
• Entire group of information relating to one person is data record
– Each record must be consistent with same number of data fields in same order
• Separate items in data record are called data fields
– Each field in data file must have unique name
• Field names identify data fields in first record of data source
– Header row
• Data source created from scratch saved in Data Sources folder
– New Recipient List comes with standard fields
– Can be customized
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Word 2010Core
Skills
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Understanding Data Sources
• To change fields, use Customize Columns in Edit Data Source dialog box
• To view information, on Mailings tab in Start Mail Merge group, click Edit Recipient List
• Consider how you enter information in data source• Default new data source created as address list
– Can create different fields or customize default fields
• To change field order, drag column heading to new location
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How Do I Merge?
• Use Mailings tab to start merge process– Leads you through process from left to right
• Each step provides options on how to handle document type or recipient list
• Can also move to next step or previous step to change or add items
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How Do I Merge?
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How Do I Merge?
• Address Block– Determine addressee information
• Greeting Line– Determine opening salutation
• Insert Merge Field– Select from list of fields for personalization
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How Do I Merge?
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Word 2010Core
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How Do I Merge?
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Word 2010Core
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How Do I Merge?
• Preview results to check if information correct– Similar to previewing the document before printing– Can scroll through results to check specific record– Can also check for errors
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How Do I Merge?
• Click Edit Individual Documents– Decide which records to merge
• Can print or send via e-mail– Mass mailings
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Word 2010Core
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Learn the Skill• In this exercise, you will create labels for all the Travel Directors who will be arriving at the Head Office in New York next week for a meeting about existing tours.
•Create a new blank document
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Word 2010Core
Skills
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Using Existing Documents
• Can use files created in Word or other programs
• Make changes or selections in files as if created files yourself• Individual fields can be included in file, as well as selecting specific
items in data source
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Word 2010Core
Skills
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Learn the Skill•You will personalize an announcement flyer by merging the flyer with information from an Excel worksheet.
•Open New Location Plans in Moodle
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Word 2010Core
Skills
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Using the Mail Merge Wizard
• Work through process of merging one step at time
• To activate Mail Merge Wizard, on Mailings tab, in Start Mail Merge group, click Start Mail Merge and then click Step by Step Mail Merge Wizard
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Word 2010Core
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Using the Mail Merge Wizard
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Word 2010Core
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Using the Mail Merge Wizard
Microsoft®
Word 2010Core
Skills
© CCI Learning Solutions Inc.
Learn the Skill• In this exercise, you will use the wizard to create a quick list of customer names
•Create a new blank document and save it as Customer List - Student
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Word 2010Core
Skills
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Summary of Lesson 9
• understand what mail merge means
• create a main document or form
• use a data source • merge documents
automatically or manually
Microsoft®
Word 2010Core
Skills
© CCI Learning Solutions Inc. 24
Review Questions
1. What is a mail merge?
2. Describe the purpose of a Main Document and the Data Source.
3. Explain the following terms and how you would use each in a data source:
a. Data Record
b. Data Fields
c. Header Row
4. What is the benefit of using <<Address Block>> instead of inserting individual fields such as <<First Name>>, <<Last Name>>, <<Address>>, <<City>>?
5. If you wanted a guide to take you through the merge process one step at a time, which option would you use?