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intro
Mail Merge is a useful tool that will allow you to easily produce multiple letters, labels, envelopes, and more using information stored in a list, database, or spreadsheet. In this lesson, you will learn how to use the Mail Merge Wizard to create a data source and a form letter, and explore other wizard features. Additionally, you will learn how to use the Ribbon commands to access Mail Merge tools outside of the wizard.
mail merge
download the example to work along with the video.
to use mail merge:
- select the mails on the ribbon.
- select the start mail merge command.
- select step-by-step mail merge wizard.
The mail merge task pane appears and walks you through the six main steps to complete a merge. You will have to make several decisions during the process. The following is an example of how to create a form letter and merge the letter with a list of data.
steps 1-3
- Choose the type of document you want to create. in this example, select letters.
- click next:initial document to proceed to step 2.
- select use the current document.
- click next: select recipients to proceed to step 3.
- select type a new list .
- click create to create a data source. the new address list dialog box appears.
- click customize in the dialog box. the Customize Address List dialog box appears.
- select any fields you don’t need and click remove.
- click yes to confirm that you want to remove the field .
- continue to remove unnecessary fields.
- click add. the add field dialog appears.
- enter the new field name.
- click OK.
- continue adding the required fields.
- click ok to close the customize address list dialog.
to customize the new address list:
- enter the necessary data in the new address list dialog.
- click new entry to enter another record.
- click close when you have entered all your data records.
- enter the file name you want to save the data list to.
- choose the location where you want to save the file.
- click save. The Mail Merge Recipients dialog box appears and shows all the data records in the list.
- Confirm that the data list is correct and click ok.
- click next: write your letter to proceed to step 4.
steps 4-6
- type a letter in the current word document or use an existing open document.
to insert recipient data from the list:
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- place the insertion point in the document where you want the information to appear.
- select address block, salutation line, or postage email from the task pane. a dialog will appear with options based on your selection.
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- select more elements. the insert merge field dialog box will appear.
- select the field you want to insert into the document.
- click insert. notice that a placeholder appears where the datalog information will eventually appear.
- repeat these steps each time you need to enter information from your datalog.
The Mail Merge Wizard allows you to complete the merge process in several ways. The best way to learn how to use the different functions in mail merge is to try to develop several of the different documents (letters, labels, and envelopes) using the different types of data sources.
challenge!
use the report or any word document of your choice to complete this challenge.
- open a new blank word document.
- open the mail merge task pane.
- create a data list and practice adding and deleting fields.
- explore the different mail merge features until you become familiar with them.
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