xp new perspectives on microsoft office word 2003 tutorial 6 1 microsoft office word 2003 tutorial 6...
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![Page 1: XP New Perspectives on Microsoft Office Word 2003 Tutorial 6 1 Microsoft Office Word 2003 Tutorial 6 – Creating Form Letters and Mailing Labels](https://reader035.vdocuments.mx/reader035/viewer/2022081516/551553c755034685568b5614/html5/thumbnails/1.jpg)
New Perspectives on Microsoft Office Word 2003 Tutorial 6
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XP
Microsoft Office Word 2003
Tutorial 6 – Creating Form Letters and Mailing Labels
![Page 2: XP New Perspectives on Microsoft Office Word 2003 Tutorial 6 1 Microsoft Office Word 2003 Tutorial 6 – Creating Form Letters and Mailing Labels](https://reader035.vdocuments.mx/reader035/viewer/2022081516/551553c755034685568b5614/html5/thumbnails/2.jpg)
New Perspectives on Microsoft Office Word 2003 Tutorial 6
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XPLearn about the Mail Merge process
• Word’s Mail Merge can be used to create form letters and other documents.
• It combines information from two documents or sources to create a new document containing the merged information.
• The process includes a main document that will receive information extracted from a data source to produce a final document.
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XPMail merge components
• The Mail Merge process consists of three main components.– The main document contains placeholders, called
merge fields, that denote what information from the data source is plugged into that location
– The data source contains information, such as names and addresses, that replace the merge fields in the main document
– The final document is called the merged document
![Page 4: XP New Perspectives on Microsoft Office Word 2003 Tutorial 6 1 Microsoft Office Word 2003 Tutorial 6 – Creating Form Letters and Mailing Labels](https://reader035.vdocuments.mx/reader035/viewer/2022081516/551553c755034685568b5614/html5/thumbnails/4.jpg)
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XPMail Merge documents
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XPUse the Mail Merge Wizard
• Word’s Mail Merge task pane will walk you step-by-step through the Mail Merge process.
• It asks you to select the main and data documents, and allows you to insert merge fields, preview the document, and finalize the process.
• Every step in the task pane assists you in completing the Mail Merge process, and allows you to back track to previous steps if you have entered an incorrect option.
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XPSelect a main document
• The main document for a Mail Merge process can be a letter, e-mail, mailing labels, etc.
• After the type of document is selected, there will be three choices for selecting the actual main document. The main document can be:– A new document created from a template
– The document currently open in the Document window
– An existing document on a disk
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XPChoose a starting document
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XPChoose a data source
• The data source for a Mail Merge operation is the file containing the data to be merged into the main document.
• It frequently contains names and addresses, but may also contain other information.
• An existing file can be used as the data source for a Mail Merge, or you can select an option to create a new list and enter the data into it on the fly.
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XPSelect the data source fields
• Once the data source is selected, the fields to be included in the merge process must be identified.
• If you are creating a new data source, Word will open a dialog box and supply default names for the various fields which can be accepted, or the default names can be deleted and new fields added.
• Once the fields have been defined, data can be entered for each field.
• As each data record is completed, click the button in the dialog box to accept that record and prepare the dialog box for the next record.
• When all records have been entered, save the data source file.
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XPCreate a new data source
• When you select the Type a new list option in the Mail Merge Wizard pane, the New Address List dialog box will appear.
• If you are doing a merge with names and addresses, the default names in this dialog box will probably suffice.
• Otherwise, you can click the Customize button to delete fields you don't want, and to add fields that you do want.
• Once the fields have been defined, you can begin entering data into the field text boxes.
• As each record is completed, click the New Entry button to insert the record into the data source file.
• When all data has been entered, you can then save the data source and proceed with the remainder of the merge process.
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XPThe New Address List dialog box
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XPThe Customize Address List dialog box
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XPA data source record with data added
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XPInsert merge field codes into a main document
• After selecting a main document and a data source, the next step in the Mail Merge process is to enter the merge fields into the main document. – These are the placeholders that tell Word which data to insert into
which location• Word will automatically insert the current date and time
into your document in a format you select. • Next, select the fields from the data source file to merge. • Position the cursor in the main document to where each
merge field is to be inserted and select the merge data field that goes into each location.
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XPInsert the merge fields
• To begin the process of inserting merge codes, you first click the “Write your letter option” in the Wizard pane.
• You will be asked if you want to insert a date and time, and can choose from many different formats. Or, you can choose to skip it.
• Next, choose the actual data fields from your data source from the Insert Merge Field dialog box.
• You should then position the cursor in the location where each data field goes, and click the Insert Merge Field button on the toolbar.
• You then select which merge data field goes into which location.
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XPThe Insert Merge Fields dialog box
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XPA main document with merge fields inserted
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XPPreview a merged document
• Once the merge fields have been inserted into the main document, Word allows the document to be previewed to see how it will look when data is inserted.
• It is an opportunity to look for missing spaces between codes, or to see if any required fields have been inadvertently left out.
• Any formatting problems can be spotted at this time.
• If errors are found, you can back up and correct the problem.
• Otherwise, you can proceed to complete the merge.
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XPHow to preview your document
• To preview your document, click the “Next: Preview your letters” link in the Mail Merge Task Pane.
• This will cause the data from the first data source file record to be inserted into a main document and display it in the Document window.
• If you spot any errors in your document, click the “Previous: Write your letter” link to back up and correct whatever problems you found.
• If the document looks OK, click the “Next: Complete the merge” link to move forward to the next step.
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XPA document in preview view
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XPComplete a Mail Merge
• The final step in the Mail Merge process is to create the final merged documents.
• If the merged documents do not need to be saved, they can be merged directly to a printer, which will then print each document without saving.
• The documents can also be saved, in which case a new document will be created containing the main document information and data source information for every record in the data source file.
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XPPrint or save the final documents
• By clicking the “Next: Complete the merge” link in the Task Pane, Word will complete the process of merging all data into merged documents.
• Word will assign a default name to the merged document.
• This final document can be printed and deleted if it is not needed again, or the document can be saved.
• The final document will contain one letter, or label, or e-mail, etc., for each data source record.
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XPA final merged document
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XPEdit an existing data source
• Sometimes, after a Mail Merge has been completed, you will find that there was data missing from the data file, or additional data needs to be inserted.
• The data source file can then be edited to add the new data, and the merge process can be repeated.
• The data source can be edited using whatever application created the file, or it can be edited from within the Mail Merge Wizard.
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XPHow to edit a data source
• It may be easiest to edit the file in the application in which it was created.
• You can also use the Mail Merge Wizard to edit the file.
• It may be easiest to edit the data source using the Mail Merge toolbar, rather than the Task Pane.
• Open the main document, with the field codes added, and then click the Open Data Source button on the Mail Merge toolbar.
• Locate and open the data source through the dialog boxes presented to you.
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XPEdit the data source file in Word
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XPSort and filter records
• There are times when it would be better if the merged documents are in some specific data sequence. – This would be especially true if preparing mailing labels for a bulk
mailing, which requires the mail to be in zip code sequence• Word's Mail Merge feature allows the sorting of a data
source into whatever sequence it needs to be in. • There may be other occasions when only certain records in
the data source file should be selected for merging. – Perhaps some company wants to mail all customers in only one or
two states • Filters can be applied before merging the data to the final
documents, which will limit the data selected to only that data matching the filter criteria.
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XPSet sort and filter settings
• You can sort data and apply filters by accessing the Mail Merge Recipients dialog box.
• To sort the data by some field, click the heading bar for that column in the dialog box and the data will be sorted on that column.
• Filters can be applied in the same dialog box by selecting or deselecting the check boxes in the first column.
• Removing the check box for a record means the record will not be selected when the merge is done.
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XPSort by specific fields
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XPApply a filter