Microsoft Word 2000 Module 8 – Mail Merge
Training Manual
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Mail Merge
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Word 2000 Module 8
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COURSE CONTENTS MAIL MERGE, ENVELOPES AND LABELS ..............................................................................................................5 W HAT IS M AIL M ERGING?..............................................................................................................................................6 M AIL M ERGING TO LABELS............................................................................................................................................7 To create a data file and mailing labels ..................................................................................................................7 M AIL M ERGING FORM LETTERS ..................................................................................................................................14 To perform a mail merge for form letters ............................................................................................................... 14 M AIL M ERGING A DDRESSES FOR ENVELOPES ...........................................................................................................19 PRINTING AN A DDRESSED ENVELOPE AND LETTER ................................................................................................20 To print an address on an envelope....................................................................................................................... 20 To set a default return address on an envelope................................................................................................... 21
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Word 2000 Module 8
Mail Merge, Envelopes and Labels
Learning Module Objectives When you have completed this learning module you will have seen how to:
• • • • • • •
Create a data file and mailing labels Mail Merge Form Letters Mail Merge Addresses for Envelopes Perform a mail merge for envelopes Print an addressed envelope and letter Print an address on an envelope Set a default return address on an envelope
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What is Mail Merging? • You can produce a standard letter and combine this with a list of names and addresses (i.e. a database) and produce a large number of apparently customised letters • You could also use a similar database to print directly to mailing labels
© Cheltenham Computer Training 1995-1999
Word 2000 Intermediate - Slide No. 46
What is Mail Merging? Background
The Mail Merge feature is used to insert variable data into a fixed format by combining two files into one file. Two files need to be created before you can merge them, these are the data file and the main document file. The variable information, such as names and addresses, is stored in the data file ready to merge into the main document file. The information that remains constant and the field names are stored in the main document file, where each field name relates to a field name in the data file.
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Mail Merging to Labels • Use the Mail Merge Helper to step through the required stages
© Cheltenham Computer Training 1995-1999
Word 2000 Intermediate - Slide No. 47
Mail Merging to Labels To create a data file and mailing labels
•
From the Tools menu, choose the Mail Merge command to display the Mail Merge Helper.
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You will be advised to create a Main Document for the merge process. •
Select the Create button. A list of documents appears which can be created for the mail merge. These include: Form Letters, Mailing Labels, Envelopes, and Catalog.
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When you select any of these options, you will be prompted to create a new document, or to use the current one for data entry and merging.
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Select the Mailing Labels option from the list. A dialog box will appear asking if you want to use the active document window or create a new document window.
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Select the Active Window button to use the active document as the main document. The Mail Merge Helper will now be displayed as illustrated below (notice that the Get Data button is no longer grayed out).
•
•
Select the Get Data button, and choose Open Data Source.
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Word 2000 Module 8
From the dialog box displayed, select the databases containing the required information. We will open an Excel database called contact.xls. NOTE that is this case the data is held in the /My Documents/excel intermediate course folder. Also you will need to clicking on the Files of type drop down arrow so that you can see Excel (XLS) files displayed. Select the contact.xls file and click on the Open button.
•
You may see the following dialog box, in which case click on the OK button.
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•
Next you will see a dialog box informing you that you need to set up the main Document.
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You will see the Label Options dialog box displayed.
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Select the required Product number (to set the types and size of labels used) NOTE: Avery Standard applies to the US, you will need to select a different Label product, if you are using UK formatted labels.
• •
Select the type of printer and which printer tray the labels are held within. Click on the OK button to proceed.
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•
Next you will see the Create Labels dialog box. Within this dialog box you need to set up the information that will be used to structure the mailing labels, such as title, position, fist name, second name, address etc.
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Click on the Insert Merge Field button and you will see a drop down list.
• •
Select Title and press the Space bar to insert a space. Use the Insert Merge Field button to insert the FirstName, and press the Space bar to insert a space. Use the Insert Merge Field button to insert the SecondName, and press Enter to jump down to the next line. Use the above technique to insert the Company, Position, Address01, Address02, Address03, Address04 and PostZipCode fields.
• •
NOTE: Be sure that you press Enter at the end of each field to drop down to the next line.
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•
When you entered all the information the screen should resemble that illustrated below.
•
Click on the OK button to proceed and you will see a display similar to that illustrated below. Note that the third Mail Merge button is now active.
•
Click on the Merge button.
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•
You will see the following dialog box.
•
In this case we will merge to a new document (rather than directly to a printer). Make sure that in the Merge to section New document is selected, then click on the Merge button.
•
That is you will see the label address displayed in the correct format for your selected labels, an example of one of the labels is shown below.
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Mail Merging Form Letters • The Mail Merge Helper will lead you through the required stages
© Cheltenham Computer Training 1995-1999
Word 2000 Intermediate - Slide No. 48
Mail Merging Form Letters To perform a mail merge for form letters
• • • •
•
Open the letter document you wish to use as a form letter for the mail merge In this case we have opened a document called mainletter.doc, which is a letter offering customers a 10% discount on new purchases. From the Tools drop down menu, select Mail Merge which will display the Mail Merge Helper. In the Mail Merge Helper select the Create option button. Choose the Form Letters option from the list displayed.
A dialog box is displayed which asks you to select the Active Window or to create a New Main Document.
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•
Select the Active Window button which will return you to the Mail Merge Helper, as illustrated below (notice that the Get Data button is no longer grayed out).
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Select the Get Data button to display the drop down list illustrated below.
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If you select Create Data Source, you will be able to create a new source of data to be used for the mail merge. If you select Open Data Source, this will allow you to open a previously created data file, which will then be used as source data for the mail merge. In this example we will assume that a data source has been previously created.
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•
Word 2000 Module 8
Select Open Data Source, which displays the Open Data Source dialog box. In this case we are using a database stored as an Excel, XLS file, called contacts.xls, located in the /my Documents/ excel intermediate course folder. Note that your will need to use the "Files of type" drop down to display Excel files! Select the data file which contains your address records and press Enter or choose Open.
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You may see the dialog box displayed below, in which case click on the OK button.
•
In this case there are no Mail Merge fields in your form letter document, so you will be asked to choose the Edit Main Document button to insert merge fields into your main document. Select the Edit Main Document button to display the Mail Merge toolbar above the document, as illustrated.
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• •
Word 2000 Module 8
Position the insertion point at the location in the document where you want to insert the fields, In this case at the top of the document. Choose the Insert Merge Field button from the Mail Merge toolbar to display a list of the data fields in your address document, e.g. FirstName, SecondName etc.
We need to choose the field names from the list and insert them into your form letter using the Insert Merge Field button. • • • • • • • • • •
In this case first we shall insert the field called Title. Follow this by a space. Then insert FirstName, followed by a space. Then insert SecondName, followed by a pressing the Enter key to drop down to a new line. Then insert Position, followed by a pressing the Enter key to drop down to a new line. Then insert Company, followed by a pressing the Enter key to drop down to a new line. Then insert Addres01, followed by a pressing the Enter key to drop down to a new line. Then insert Addres02, followed by a pressing the Enter key to drop down to a new line. Then insert Addres03, followed by a pressing the Enter key to drop down to a new line. Then insert Addres04, followed by a pressing the Enter key to drop down to a new line. Then insert PostZipCode, followed by a pressing the Enter key to drop down to a new line.
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• • •
Word 2000 Module 8
Then move the insertion point to the right of the word Dear, and if necessary insert a space. Then insert the field called Title. Follow this by a space. Then insert SecondName, followed by a the Enter key. When you have finished the screen should resemble the following.
•
When you have inserted all the necessary field names, select the Merge to new Document icon from the Mail Merge toolbar.
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A new document is created containing all your fields inserted in each form letter. This file can then be saved or printed.
An example of the first letter is shown below.
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Mail Merging Addresses for Envelopes • The Mail Merge Helper will lead you through the required stages
© Cheltenham Computer Training 1995-1999
Word 2000 Intermediate - Slide No. 49
Mail Merging Addresses for Envelopes •
The process is similar to use the mail merge to produce mailing l abels or letters.
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Printing an Addressed Envelope and Letter
NOTE: this is NOT a Mail Merge operation, but a ‘one off’ procedure © Cheltenham Computer Training 1995-1999
Word 2000 Intermediate - Slide No. 50
Printing an Addressed Envelope and Letter Background
If you are typing a normal correspondence letter, Word 2000 can automatically pick up the address from the top of your letter. Be aware, however, that this automatic facility is not perfect and you should always check what Word 2000 has done before sending out important business letters!
To print an address on an envelope
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•
•
• • •
Select (highlight) the address within the letter you have typed. Select Envelopes and Labels from the Tools menu to display the Envelopes and Labels dialog box. If necessary select the Envelopes tab.
The mailing address is displayed in the Delivery address text box, you can enter a new address or edit the current one if required. In the Return address box type in a return address if required. If you do not want to use a return address, select the Omit check box. Select the Options button to display the Envelope Options dialog box, as illustrated.
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•
Word 2000 Module 8
Select the envelope size required from the Envelope Size options and select OK or press Enter. To print the envelope, select the Print button OR to add the envelope printing information to your document (so that you can print both the letter and the envelope later), select the Add to Document button.
To set a default return address on an envelope
• •
•
Select Options from the Tools menu. Select the User Information tab to display the User Information folder, as illustrated. Type the default return address required into the Mailing address box and choose the OK button.
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Review Questions
© Cheltenham Computer Training 1995-1999
Word 2000 Intermediate - Slide No. 51
Review Questions. How Would You … 1. 2. 3. 4. 5. 6.
Mail Merge Form Letters? Perform a mail merge for form letters? Perform a mail merge for envelopes? Print an addressed envelope and letter? Print an address on an envelope? Set a default return address on an envelope?
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