WordOur exploration of Word will focus on some ways it is used in the business environment, and also you will learn how to easily make accurately formatted bibliographies for academic papers. • We will start by reviewing some interface

features, then we will explore Mail Merge.

WHEN YOU GO TO FILE, NEW, YOU

SEE WHAT IS CALLED

BACKSTAGE VIEW

USE THE FILE TAB TO SAVE YOUR FILE. WE WILL PRIMARILY USE:- WORD DOCUMENT .docx- PDF .pdf Portable

Document FormatWHEN SENDING RESUMES AND COVER LETTERS TO POTENTIAL EMPLOYERS IT IS USUALLY REQUIRED TO SEND A PDF.

- FOR TODAY’S ACTIVITY, CREATE A NEW FOLDER ON THE DESKTOP (NAMED “MAIL MERGE” AND SAVE THE WORD DOCUMENT THERE IN .docxformat.)

RIBBON

TABS IN THE

RIBBON

GROUPS IN THE TABS

COMMANDS IN THE

GROUPS

TURN ON THE RULER IF IT

ISN’T ALREADY

ALWAYS CHANGE PARAGRAPH SPACING AFTER PARAGRAPS TO “0” IF IT ISN’T ALREADY.

Mail MergeMail Merge is used to create form letters. Many businesses use mail merge. You can personalize each letter based upon information you have stored about your patrons in a database.

The Mail Merge process always involves 2 main documents: the merge letter being created and the database. The database can be made in Word, or another program. We will make a basic database in Word and in Excel.

Mail MergeYou can use the Wizard or build the letter manually. We’ll start with the Wizard in the Mailings tab.

Mail MergeFollow the steps given in class. The Mail Merge Wizard task pane helps guide you through the steps involved. You can move through each step at the bottom of the task pane.

Mail MergeIn step 3 you can choose to attach your Mail Merge document to an existing database or create a new one.

We’ll start by creating a new list (database) within Word, and then later we’ll attach our Word document to an Excel database.

Note: Before we make the new list (database) or attach our document to a database the commands in the Write & Insert Fields group of the Mailings tab are dimmed, or unavailable. You need to create a new list (database) or attach your document to an existing list (database) before you can add Mail Merge fields to the Word document (see next slide).

Mail Merge

Note: Before we make the new list (database) or attach our document to a database the commands in the Write & Insert Fields group of the Mailings tab are dimmed, or unavailable. You need to create a new list (database) or attach your document to an existing list (database) before you can add Mail Merge fields to the Word document.

Mail Merge

This is the interface for creating a database within Word. Follow the detailed steps given in class when creating the database with this interface.

Mail Merge

I removed some pre-existing fields, and added a few fields to experiment with later on.

Mail Merge

I added three fictitious entries to the database. Use the tab key to move from field to field quickly. Follow detailed instructions given in class regarding certain field entries.

Mail Merge

Save the database and the Word document in the same directory. For example, make a new folder on the desktop and save both files there.

Mail MergeYou can sort and filter entries in the Mail Merge Recipients dialog box. Like, for example, if you are going to promote your new Facebook page and you want to send out letters only to patrons that use Facebook, you can filter to only include patrons that use Facebook.

Mail Merge

Now that we have created a database the Mail Merge commands are available in the Write & Insert Fields group.

Mail Merge

Following the professional letter format document distributed in class and posted on the course website, add the date (look in the Insert tab for the command) and then add the Address Block Mail Merge field.

Mail Merge

Hold down the ALT key while you adjust the ruler to see the exact measurement. Professional letters typically have a 2” top margin for the letterhead – we’ll follow that approach.

Mail Merge

Use the Match Fields command to fix address block problems. More on that later.

Mail Merge

This is what it looks like after I added the Mail Merge Address block. (Only use the Address block Mail Merge field for the address – don’t try to build it piece by piece manually – you lose credit on the test if you this.)

Mail Merge

Add “Stand-Alone” fields in the letter. Try to be creative.

Mail Merge

Use the Preview Results command to preview the merged letters.

Scroll through the letters. Check for problems.

Mail Merge

Another stand-alone field example. Remember, the database needs to have the information in it in order to use it in the letter.

Using the If…Then…Else Rule

Letters with a more personal touch can be produced with Mail Merge as long as the database has the relevant information. A personal touch helps businesses establish and/or maintain a positive relationship with their patrons.For example, lets configure Word to add a certain sentence to the letter if the recipient is a vegetarian, and a different sentence if the recipient is not a vegetarian. (Reminder: In order to do this, the database must contain this information.)

Using the If…Then…Else Rule

An example of a If… Then… Else… rule.

Using the If…Then…Else Rule

To edit an If… Then… Else… rule right click on it in your letter and select Toggle Field Codes.

Using the If…Then…Else Rule

After editing it right-click and select Update Field.

Mail Merge with ExcelWhen creating a database in Excel, put your headings in the first row. Name the worksheet tab, and delete unused worksheets. Save the Excel file in the same directory as your Word file.

I used the “mailing” and “billing” headings. It will confuse Word a little and

we’ll have to use the Match Fields command to repair the problems.

Mail Merge with ExcelA variety of headings can be added to the Excel database, just like what we did with the database we built in Word.

Mail Merge with ExcelAfter I connected my Word document with the Excel database and added an Address Block, the Insert Address Block dialog box Preview area is incomplete. It is empty because Word does not recognize the words “mailing” and “billing” in the database.

Mail Merge with ExcelUse the Match Fields command to fix the problem.

Mail Merge with ExcelBefore After

Mail Merge with ExcelThe address block is now repaired. On the Word test you will need to repair the address block in this manner.