Upload
solomon-tyler
View
225
Download
4
Tags:
Embed Size (px)
Citation preview
Academic Computing Services Academic Computing Services 20072007
ObjectivesObjectives
• Define a mail merge • Discuss the parts of a mail merge• Discuss common mail merge terminology• Describe the three steps used to complete a mail
merge• Discuss some common mail merge issues
Academic Computing Services Academic Computing Services 20072007
Parts of a Mail MergeParts of a Mail MergeMain documentData source
Header source (optional)Results
Academic Computing Services Academic Computing Services 20072007
Common TerminologyCommon Terminology
Field– A specific piece of information about a record
Record – An associated collection of fields
Delimiter– A character used to separate fields and
records
Header row – The row that contains the field names
Academic Computing Services Academic Computing Services 20072007
ExampleExample
Record
Header Row FieldDelimiter
Academic Computing Services Academic Computing Services 20072007
The Main Document ContainsThe Main Document Contains
Boilerplate text– Form letter– Invoice
A standard format for printing – Envelope – Label
Fields – Placeholders for the data from your data source
Academic Computing Services Academic Computing Services 20072007
Types of Main DocumentsTypes of Main Documents• Form letters• Mailing labels• Envelopes • Catalog
Academic Computing Services Academic Computing Services 20072007
The Data SourceThe Data Source
Contains the text and graphics that vary for each merged documentContains records and fieldsRequirements:– Records in the data source must contain the same
number of fields as the header row– The header row must be the first row or paragraph
(if a separate header source is not used)– Field data must be entered exactly as you want it
to be printed
Academic Computing Services Academic Computing Services 20072007
Types of Data SourcesTypes of Data Sources
Word documentExcel spreadsheetDatabases– Microsoft Access– dBASE– Microsoft® FoxPro®
– Others
Address booksText files
Academic Computing Services Academic Computing Services 20072007
Header Source Header Source (optional)(optional)
Consists of a row of field names Used in addition to a data sourceIdentifies the fields of data in the data sourceFor example, if you can't add or edit a header record in the data source (because the data source is read-only), you can use a separate header source that contains the field names you want to use.
Academic Computing Services Academic Computing Services 20072007
Results of Mail MergeResults of Mail Merge
Word XP can merge to:New documentPrinterFax (if faxing software is installed)E-mail (if e-mail software is installed)
Academic Computing Services Academic Computing Services 20072007
Getting StartedGetting Started
To activate the Mail Merge click Mail Merge Wizard on the Tools/Letters and Mailings menu.
Mail Merge Task Pane
Academic Computing Services Academic Computing Services 20072007
Using the Mail MergeUsing the Mail Merge
1.1. Open or create the main document.Open or create the main document.
2.2. Attach an existing or new data source. Attach an existing or new data source.
3.3. Edit the main document. Edit the main document.
4.4. Perform the merge.Perform the merge.
Academic Computing Services Academic Computing Services 20072007
Step 1.Step 1.Open or create the Open or create the main document.main document.
Academic Computing Services Academic Computing Services 20072007
Step 2. Step 2. Select Recipients Select Recipients
Academic Computing Services Academic Computing Services 20072007
Type a New ListType a New ListThe Create Data Source dialog box lets you:
Remove unwanted field namesAdd new field namesChange the order of field names
Academic Computing Services Academic Computing Services 20072007
New Address List Dialog Box New Address List Dialog Box
Academic Computing Services Academic Computing Services 20072007
Step 3.Step 3. Set Up the Main Document Set Up the Main Document
Academic Computing Services Academic Computing Services 20072007
Preview the Merge ResultPreview the Merge Result
After you set up your mail-merge main document and attach it to a data source, you can see a preview of the merge result.
Academic Computing Services Academic Computing Services 20072007
Step 4.Step 4.Complete the Complete the MergeMerge
Academic Computing Services Academic Computing Services 20072007
Help ResourcesHelp Resources
Microsoft Word Help – Ask the Office Assistant!
Academic Computing Services Academic Computing Services 20072007
Help Resources Help Resources (cont.)(cont.)
Mail Merge TroubleshooterMail Merge Troubleshooter
Academic Computing Services Academic Computing Services 20072007
Online Help AvailableOnline Help Available
Word Mail Merge Resource CenterWord Mail Merge Resource Center http://support.microsoft.com/support/wor
d/usage/mailmerge/default.asp
http://support.microsoft.com/default.aspx?scid=kb;en-us;287561