Word Lesson 9 power point

Microsoft®

Word 2010Core

Skills

Lesson 9: Creating Mass Mailing Documents

Courseware #: 3240

Microsoft Office Word 2010

Microsoft®

Word 2010Core

Skills

© CCI Learning Solutions Inc. 2

Lesson 9 Objectives

• understand what mail merge means

• create a main document or form

• use a data source • merge documents

automatically or manually

Microsoft®

Word 2010Core

Skills


What are Mailings

• Mail Merge– Combining list of variable information with document

• Main Document– Standard letter, label, envelope or list format to merge with Data Source– Contains identical text for each personalized document, along with special

merge fields where each variable from Data Source to be placed

• Data Source– List of variable information to insert into Main Document – Fields identify where one variable ends and another begins

Microsoft®

Word 2010Core

Skills


Understanding the Main Document

• Set up once with appropriate merge fields

• Can insert merge fields individually, or use preset merge fields provided

• Merge fields appear with << and >> around merge code– Special code that performs pre-defined task– To delete merge field, select entire code and press Delete

• Activate Step-by-Step Wizard to select options from task pane

Microsoft®

Word 2010Core

Skills


Understanding Data Sources

• Contains variables to insert in main document

• Variables change in each record

– Assigned field names

– Recipient Lists

• Can come from several different sources

– Merge list, table, plain text file, XML file, or even different program

Microsoft®

Word 2010Core

Skills



Data Fields

Records

Microsoft®

Word 2010Core

Skills



• Entire group of information relating to one person is data record

– Each record must be consistent with same number of data fields in same order

• Separate items in data record are called data fields

– Each field in data file must have unique name

• Field names identify data fields in first record of data source

– Header row

• Data source created from scratch saved in Data Sources folder

– New Recipient List comes with standard fields

– Can be customized

Microsoft®

Word 2010Core

Skills



• To change fields, use Customize Columns in Edit Data Source dialog box

• To view information, on Mailings tab in Start Mail Merge group, click Edit Recipient List

• Consider how you enter information in data source• Default new data source created as address list

– Can create different fields or customize default fields

• To change field order, drag column heading to new location

Microsoft®

Word 2010Core

Skills


How Do I Merge?

• Use Mailings tab to start merge process– Leads you through process from left to right

• Each step provides options on how to handle document type or recipient list

• Can also move to next step or previous step to change or add items

Microsoft®

Word 2010Core

Skills


How Do I Merge?

Microsoft®

Word 2010Core

Skills


How Do I Merge?

• Address Block– Determine addressee information

• Greeting Line– Determine opening salutation

• Insert Merge Field– Select from list of fields for personalization

Microsoft®

Word 2010Core

Skills


How Do I Merge?

Microsoft®

Word 2010Core

Skills


How Do I Merge?

• Preview results to check if information correct– Similar to previewing the document before printing– Can scroll through results to check specific record– Can also check for errors

Microsoft®

Word 2010Core

Skills


How Do I Merge?

• Click Edit Individual Documents– Decide which records to merge

• Can print or send via e-mail– Mass mailings

Microsoft®

Word 2010Core

Skills


Using Existing Documents

• Can use files created in Word or other programs

• Make changes or selections in files as if created files yourself• Individual fields can be included in file, as well as selecting specific

items in data source

Microsoft®

Word 2010Core

Skills


Using the Mail Merge Wizard

• Work through process of merging one step at time

• To activate Mail Merge Wizard, on Mailings tab, in Start Mail Merge group, click Start Mail Merge and then click Step by Step Mail Merge Wizard

Microsoft®

Word 2010Core

Skills



Microsoft®

Word 2010Core

Skills


Summary of Lesson 9

• understand what mail merge means

• create a main document or form

• use a data source • merge documents

automatically or manually

Microsoft®

Word 2010Core

Skills


Review Questions

1. What is a mail merge?

2. Describe the purpose of a Main Document and the Data Source.

3. Explain the following terms and how you would use each in a data source:

a. Data Record

b. Data Fields

c. Header Row

4. What is the benefit of using <<Address Block>> instead of inserting individual fields such as <<First Name>>, <<Last Name>>, <<Address>>, <<City>>?

5. If you wanted a guide to take you through the merge process one step at a time, which option would you use?

Word Lesson 9 power point

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