Word Mail Merge

 

The Merge feature allows you to mass-produce letters, envelopes, mailing labels, reports flyers, and other documents with personalized information on each document.

 

1.      Create A Main Document

·        Type the letter or item you wish to send or open a previously typed document.  This will be your active window.  Leave blanks where you want to merge data.

·        Tools Þ Mail Merge

·        Under Main Document click Create and select Form Letters.

 

 

 

 

2.   Selecting a Data Source

 

Creating A New Data Source

·        Select Get Data

·        Create Data Source

·        Select field names to merge into your document.   The program lists in the window several common field names.  Click on fields not needed and clicking Remove Field Name.  Add new fields by typing in the Field Name box and click the Add Field Name ►► button.  When you are satisfied with your list, click OK.

 

 

 

·        The Save As box will appear.  Select a file location by clicking the Save In drop down box.  Enter a file name in the File name box.  Click Save. 

 

 

 

 

 

 

·        Select Edit Data Source.

·        Enter each item on appropriate line, hitting Tab key to get to the next line.  Hit Enter or Add New to begin a new record.  Repeat until all your records are entered.

·        Click View Source to see all your records.

·        When you are finished entering data, click OK.

·        Return to the main document.

·        Put your cursor where you want a field to appear.

 

 

·        Click Insert Merge Field button from the menu bar and click on the field you want to insert.  Repeat until all fields are added. 

 

 

 

 

 

 

 

 

 

 

3.  Merge The Two Documents

·        Go to the Merge to New Document button on menu bar and click.  This will generate a new document with a document for each record.

·        Scan the letters to correct any errors.  You may save this document, which will be unaffected if you merge the letter again.

·        Letters are now ready to print.

 

 

 

Merging from Microsoft Access

·        Create your master document in Word

·        Open the Access database

·        Click on the table or query you want to use as your data source

·        Click the Office Links button and select Merge It with MS Word

·        Select Link your data to an existing Microsoft Word document

·        Click OK

·        Find the document and click Open.  Insert the fields where you want them to appear in your document.

·        Click the Merge to New Document button

·        Correct any problems and print

 

 

 

 

 

RLS

01/23/00