Be sure to read the Mail Merge Helper Dialog box as you continue through the Mail Merge process. Instructor: Robin Wood - robin 'at' wctrain dot net
Supporting Documents
Click Tools.
Click Mail Merge.
Be sure to read the Mail Merge Helper Dialog box as you continue through the Mail Merge process.
Click the Create button and click Form Letters.
Click the Active Window button.
CREATING THE DATA SOURCE
Click the Get Data button and then click Create Data Source.
Alternatively you can Open an existing data source (described below)
Again, the Mail Merge Helper dialog box will provide hints for working with mail merge.
At the Create Data Source dialog box, add or remove necessary fields.
To remove a field, select the field name from the list and click Remove Field Name.
To add a field, type the desired name (no spaces can be used in field names, use an underscore instead of a space) and click Add Field Name.
After adding and removing fields, click OK.
At the Save As dialog box, type the appropriate file name and click SAVE. I would recommend that you use the word data in the file name. Mail Merge documents contain two files, the data source (addresses) and the main document (letter).
Click the Edit Data Source button.
Enter each name, address and other information you would like included in the merge, pressing the enter key to move to the next field.
Click the Add New button or press Enter to move to the next record
After completing all the records click OK. You will be returned to a blank document screen.
CREATING THE MAIN DOCUMENT
The letter in a mail merge document is called the main document. Apply any other desired format the letter. Type any return address that you would like at the top of the page. Press enter about four times and insert the date (Insert > Date). Press the enter key four times.
Notice the mail merge toolbar that appears under the formatting toolbar. Be sure to Instead of typing the field names (TITLE, FIRSTNAME, etc.), use the following instructions to insert the appropriate fields to create the inside address.
Instead of manually typing the names and address of the recipients you insert fields into the main document where you want the information from the data source to be placed. Your finished document will look similar to the image to the right.
Click the Insert Merge Field button, then click Title and press Space
Click the Insert Merge Field button, then click FirstName and press Space
Click the Insert Merge Field button, then click LastName and press Enter
Click the Insert Merge Field button, then click Address1 and press Enter
Click the Insert Merge Field button, then click Address2 and press Enter
Click the Insert Merge Field button, then click City and press Comma and Space
Click the Insert Merge Field button, then click State and press Space, Space
Click the Insert Merge Field button, then click PostalCode and press Enter twice
Type Dear and press Space
Click the Insert Merge Field button, then click Title and press Space
Click the Insert Merge Field button, then click LastName type : and press Enter twice
Type the letter, insert additional merge fields if necessary, run Spell Check and proofread
Save the document. I would recommend using the same name that you used for the data source, replacing the word data with the word main.
PERFORMING A MAIL MERGE
Click the Merge to New Document icon 
or click Tools Mail Merge to return to the Mail Merge Helper dialog box. Alternatively, if you open the Mail Merge helper dialog box you will notice that there is a Query Options button.
The Query Options will allow you to Filter
and Sort records
View the merged documents by clicking the page up/down buttons. Check the document for typos and print if necessary.
Once you have printed the document, Close the file (FormLetters) without saving (you do not need to save the merged documents, if necessary you can re-merge the main and the data document at any time).
At the main document screen, hold down the SHIFT key and click the File menu select Save All
If the following message appears, click Yes
filename.doc is a mail merge main document that is attached to a data source filename.doc that has not been saved. Do you want to save filename.doc?
If prompted to save the changes to the main document, click Yes
Close all the files
With the main document open, select the inside address and press CTRL+C to copy the fields. Deselect the address and click Tools > Envelopes and Labels. Select the Envelopes tab and click in the Delivery Address box and press CTRL+V to paste the fields into the box.
Click Add to Document. An envelope will be added to the top of the main document. When you merge the document an envelope will be created for each address in the data source.
Create a New Document
Click Tools.
Click Mail Merge.
Be sure to read the Mail Merge Helper Dialog box as you continue through the Mail Merge process.
Click the Create button and click Mailing Labels.
Click the Active Window button.
OPENING THE DATA SOURCE
Click the Get Data button and then click Open Data Source. Navigate to the data source that you want to use and click Open.
Click Setup Main Document.
Select the Label size from the list and click OK.
Avery Standard 5160 is the most popular label type. It produces 3 columns and 11 rows for a total of 33 labels. Be sure to read the label box before selecting the label size.
Insert the appropriate field names exactly the way you did for the main document. click Ok after inserting all of the field names.
Click Merge.
Select New document and click Merge.
Print the document.
Always merge to a new document. This allows you to checked the merged documents for errors.
You can edit the data source while you're in the main document by clicking the Edit Data Source button.
When Editing the data source you can view the data in table format for printing by clicking the View Source button.
You can edit the data while viewing the source.
The Mail Merge Toolbar is a different when viewing the source.
You can access the Insert Data form and you can click Manage Fields to add and remove field names.
You can also add and delete records and sort data in ascending and descending order.
You can also switch back to the main document.
Always open the main document and click the Edit Data Source button to edit the data.
You can attached a data source to any existing letter. Open the letter and click Tools > Mail Merge, create a main document and use the Active Document. Insert merge fields.
Thank you for attending the course.