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Using Microsoft Word

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Word's Mail Merge functions enable you to be more productive and take away some of the time-consuming repetition in your projects. Common uses are: Labels ... – PowerPoint PPT presentation

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Title: Using Microsoft Word


1
Using Microsoft Words Mail Merge Features
  • Lunch and Learn March 15, 2005

2
Basic Overview
  • Words Mail Merge functions enable you to be more
    productive and take away some of the
    time-consuming repetition in your projects.
  • Common uses are
  • Labels
  • Form letters
  • Envelopes
  • Ultimately, you only need two things
  • Source data
  • Target destination

3
Basic Overview
  • For the purposes of this workshop, we will be
    using the process for labels. Options offered for
    envelopes, letters and other mail merge paths are
    very similar to those for labels.

4
Label Example
  • Turn on the Mail Merge Wizard.

5
Label Example
  • See the Task Pane to the right of the window.
  • Note the elements
  • Options at the top/middle
  • Navigation at the bottom

6
Label Example
  • Select a document option
  • Change document layout (pick label type first)
  • Start from existing layout (use a different
    document)
  • Click the Label options link.

7
Label Example
  • Set label options and click the OK button.

8
Label Example
  • Click the Next link to proceed to Step 2.

9
Label Example
  • Identify a data source file. Assuming it exists
    elsewhere, click the Browse link to find the
    file.
  • Data Source files include
  • Access databases
  • Excel workbooks
  • Tab-Delimited text files
  • And more

10
Label Example
  • Respond to any data source program-specific
    windows that may pop up. Excel, for example, asks
    you to select among worksheet names.

11
Label Example
  • Sort or filter as needed and then click the OK
    button.

Sort by clicking the gray column header. Filter
by clicking the drop-down arrow and selecting
options.
12
Label Example
  • Click the Next link to proceed and arrange your
    labels.

13
Label Example
  • Note that you have many options on the page. For
    line-item control of selecting and placing your
    data fields on the labels, click the More Items
    link.

14
Label Example
  • Note the new window, which contains all of your
    data field names.
  • Place an individual field into your label by
    selecting the field name and then clicking the
    Insert button.

15
Label Example
  • Use the top-left label in your document as the
    template. (Well worry about the others later).
  • Place your cursor in the table cell and type any
    text that is not part of a data field.
  • Add field names in place of the data they
    represent.

16
Label Example
  • Click the Update All Labels button to copy your
    initial cell to all of the other labels.

17
Label Example
  • Click the Next link to preview your labels.

18
Label Example
  • Review your labels to see that most or all appear
    as you would like.
  • Click the Next link to complete the merge.

19
Label Example
  • Choose whether to send your labels directly to
    the printer (Print link) or review your labels as
    a separate document (Edit link).
  • Note that you have much more control if you
    choose the Edit option.

20
Label Example
  • Click the Edit link.
  • Select which data records you would like to
    include. (Most situations call for you to include
    all records.)
  • Click the OK button.

21
Label Example
  • Edit and format your document however you see
    fit.
  • Save your document if you may need it again in
    the future.
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