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TRNG I HC KINH T - HQGHN

CHI ON CN B
*******

TI LIU HNG DN TRN TH


CHO WORD 2007-2010 (MAIL MERGE)

Trnh by: Ths. Trn Th Hong Yn

H Ni thng 1/2013

MC LC .............................................................................................................................................. 2
GII THIU ........................................................................................................................................... 3
PHN 1: HNG DN QUY TRNH TRN TH ............................................................................ 4
Bc 1: La chn vn bn ...................................................................................................................... 4
Bc 2: La chn d liu kt ni ........................................................................................................... 5
Bc 3: Chn d liu vo vn bn .......................................................................................................... 6
Bc 4: Xem li vn bn trc khi hon thin qu trnh trn th .......................................................... 7
Bc 5: Hon thin qu trnh trn th (mail merge) .............................................................................. 7
PHN 2: HNG DN THC HIN TRN TH (MERGING LETTERs) .................................... 7
Bc 1: Chn vn bn (v d th cm n i tc ti tr)........................................................................ 7
Bc 2: Chn d liu kt ni (v d danh sch i tc tham d L k nim) ........................................ 8
Bc 3: Chn d liu vo vn bn (v d chn h v tn; Chc danh)................................................... 8
Bc 4: Xem li vn bn trc khi in ..................................................................................................... 9
Bc 5: In vn bn .................................................................................................................................. 9
PHN 3: HNG DN THC HIN TRN B TH (MERGING ENVELOPES) ....................... 10
Bc 1: Chn vn bn........................................................................................................................... 10
Bc 2: Chn d liu kt ni (v d danh sch i tc tham d L k nim) ...................................... 11
Bc 3: Chn d liu vo vn bn (v d chn h v tn; a ch ngi nhn, gi) ............................. 11
Bc 4: Xem li vn bn trc khi in ................................................................................................... 12
Bc 5: In vn bn ................................................................................................................................ 12
PHN 4: HNG DN THC HIN TRN NHN (MAILING LABELS) .................................. 12
Bc 1: Chn vn bn........................................................................................................................... 12
Bc 2: Chn d liu kt ni (v d danh sch i tc tham d L k nim) ...................................... 14
Bc 3: Chn d liu vo vn bn (v d chn h v tn; a ch ngi nhn, gi) ............................. 15
Bc 4: Xem li vn bn trc khi in ................................................................................................... 16
Bc 5: In vn bn ................................................................................................................................ 16
PHN 5: HNG DN THC HIN TRN EMAIL (EMAIL MERGE) KHNG C FILE NH
KM...................................................................................................................................................... 16
Bc 1: Chn vn bn........................................................................................................................... 16
Bc 2: Chn d liu kt ni (v d danh sch email gi lch tun) .................................................... 17
Bc 3: Chn d liu vo vn bn (v d chn danh xng, v tn) ...................................................... 17
Bc 4: Xem li vn bn trc khi in ................................................................................................... 18
Bc 5: Gi th .................................................................................................................................... 18
PHN 6: HNG DN THC HIN TRN EMAIL (EMAIL MERGE) C FILE NH KM
(Cn dng cng c Mail Merge Toolkit hoc s dng Word 2010) ..................................................... 18
Bc 1: Chn vn bn........................................................................................................................... 18
Bc 2: Chn d liu kt ni (v d danh sch email gi lch tun) .................................................... 19
Bc 3: Chn d liu vo vn bn (v d chn danh xng, v tn) ...................................................... 20
Bc 4: Xem li vn bn trc khi in ................................................................................................... 20
Bc 5: Gi th v file nh km ......................................................................................................... 20

GII THIU
Cho mng bn n vi lp chia s k nng tin hc nng cao do Chi on cn
b Trng i hc Kinh t t chc. Bn hng dn trn th cho word 2007 s hng
dn bn lm sao trn th (mail merge) trn word 2007. Thng qua tng bc ca
qu trnh mail merge c m t chi tit km theo hnh nh, bn s d dng hiu v
trin khai thc hin mail merge mt cch d dng.
Nh cc bn bit trn th (mail merge) l mt trong nhng chc nng c sn
hu dng nht ca Word 2007. Mail merge thng c dng trn mt ni dung
son tho vi mt c s d liu cc thng tin thay i bng vic kt hp gia Word v
Excel.
Hy tng tng xem bn cn gi hng ngn th cho cc cu sinh vin ku
gi ti tr hay th mi, th cm n ti cc i tc tham d s kin ca Trng t
chc, nu bn g th cng tng ngi, tng ngi mt, bn s cn bao nhiu thi gian
lm vic ? Ti dm chc rng bn s cn t nht l 2 ngy lao ng hon thnh
vic gi 1000 email cho 1000 a ch email khc nhau. Do vy, s dng c cng c
trn th trn word 2007 s gip bn tit kim hng trm gi lm vic thay v lm th
cng nh trc y vi cc vn bn nh: gi bng lng hng thng, thng bo mi
hp, th cm n....
Bn ti liu hng dn trn th (mail merge) trn Word 2007 s c chia lm
hai phn chnh:
-

Hng dn quy trnh trn th (mail merge).

Hng dn trn th vi tng trng hp c th.

Chng trnh c thit k da trn s hiu bit ca tc gi v cc ng dng


phn mm v bi ging in t ca Microsoft Office 2007. Chng trnh rt mong
nhn c s chia s ca cc thy c v anh ch v cc th thut khc ca word v
excel nng cao hn na hiu qu lm vic ca cn b trng i hc Kinh t.

PHN 1: HNG DN QUY TRNH TRN TH


c th hon thnh quy trnh trn th bn cn phi c 02 file ti liu sau:
-

Vn bn gc (Main document): Ni dung vn bn c son tho sn v


b trng cc thng tin cn in khc bit gia cc c nhn, n v c gi.
V d: th mi, th cm n, giy bo trng tuyn, khng trng tuyn, th
mi phng vn, th bo thu.b trng tn ngi nhn, n v nhn, a
ch, in thoi, ngy thng nm sinh.

D liu gc (Data source): B c s thng tin d liu cho mi c nhn, mi


n v in vo cc trng trong vn bn c son sn. Lu : cn
lu d liu vo My Documents/My data sources v khng merge cell
trong file d liu.

Trong Word 2007, thanh cng c Mailing c dng cho tt c cc loi trn
th bao gm email, th, nhn, phng b. Bn c th nhn hnh minh ha bn
di y

Quy trnh trn th (mail merge) bao gm 5 bc c bn sau:


-

Thit k file vn bn gc trn word

Kt ni vn bn vi file d liu gc trn excel

Chn d liu vo vn bn

Sa i format, cn chnh font ch

Kim tra hon thin vic trn th

Bc 1: La chn vn bn
1. M file word mi
1. Click vo thanh cng c Mailings
2. Click vo nt Start Mail Merge
3. Danh sch cc hnh thc trn th xut hin trn mn hnh, la chn loi
hnh bn mun trn th.

Lu : trong Word 2007 ngi ta hay s dng trc tip thanh cng c
Mailings hon thnh qu trnh trn th. Tuy nhin, nu bn ang dng
Word 2003 bn c th la chn nt Step by Step Mail Merge Wizard
trong bc 4 giao din mn hnh tng thch vi Word 2003.
Bc 2: La chn d liu kt ni
Mc d Word 2007 cho php bn khi to file d liu mi trc tip trn qu
trnh trn th, tuy nhin ti gi bn hy khi to sn file d liu gc trn excel v
word v nhng file d liu gc ny bn c th kt ni bt k lc no khi bn cn. V
d, danh sch gi th mi ging vin tham d Hi tho, bn c th dng nguyn danh
sch ny to th eo tham d Hi tho hay gi th cm n v tham d v gp
cho Hi tho
1. La chn nt Select Recipients. Sau chn 1 trong cc la chn sau:
a. Type a new list: La chn ny cho php ngi s dng nhp thng tin
bng tay
b. Use Existing List (Gi nn dng nt ny): La chn ny cho php
ngi s dng la chn 1 tp file d liu sn c cc thng tin cn s
dng.
c. Select from Outlook Contacts: La chn ny s c s dng hiu qu
nu bn bt u qu trnh trn th Mail Merge trn Outlook.
2. La chn nt Edit Recipients.
3. Ca s Mail Merge Recipients xut hin

4. Ty chnh danh sch ngi nhn nu cn thit

a. Checkboxs: Nhng c nhn c tch trong hp checkboxs l nhng


ngi s c gi trong trn th (mail merge). Nu bn khng mun
gi cho mt c nhn no trong danh sch b nt tch trong checkboxs.
b. Sort (Sp xp): Nhp chut vo ty chn sp xp sp xp ngi
nhn theo th t nh mong mun v d theo th t A,B,C ca tn hoc
ngy thng nm sinh.
c. Filter (Lc): Nhp chut vo Filter truy cp vo hp thoi b lc v
la chn ct lc theo mong mun.
d. Find Duplicates (Tm trng lp): Nhp chut vo Find Duplicates,
mt hp thoi s m ra vi danh sch c nhn xut hin nhiu hn 1 ln.
Bn c th b c nhn b trng trnh gi lp thng tin.
e. Find Recipient: Ty chn ny cho php bn tm thng tin ca mt c
nhn c th mt cch d dng.
f. Validate Addressees (Xc nhn a ch): Ty chn ny ch p dng
cho cc my tnh c ci t phn mm xc nhn a ch tn ti. (Cc
my tnh ca Vit Nam hin cha ci t phn mm ny)
Bc 3: Chn d liu vo vn bn
1. La chn thng tin, d liu trong excel cn chn vo vn bn
2. Word 2007 cung cp mt s nh dng sn c thng c s dng trong
trn th (mail merge). Khi nhp chut vo mt trong cc hp thoi di y
s cho php ngi s dng xc nh chnh xc v tr thng tin c chn.
a. Address Block (nh dng a ch): nh dng ny ch p dng khi
trn b th. Tuy nhin, trn b th ca Trng HKT c a ch c
in sn.
b. Greeting Line (Dng cho hi): Nhp li cho hi bn mun. Tuy
nhin, la chn ny ch p dng cho cc vn bn bng ting anh l ph
hp.
c. Insert Merge Field (Chn d liu cn vo vn bn): Nhp chut vo
Insert Merge Field v chn d liu cn chn vo vn bn. Lu : Bn c
th format li font ch, c ch, cch dng bc ny.
d. Match Fields (ng nht d liu): Tnh nng ny c s dng khi
vn bn khoogn c kt ni chnh xc vi d liu.

Bc 4: Xem li vn bn trc khi hon thin qu trnh trn th


Qu trnh trn th gn nh c hon tt. By gi l thi gian sa i, r
sot nu cn thit.

1. Click vo nt Preview Results xem kt qu trn th


2. S dng mi tn trong nhm kt qu t Preview kim tra tnh chnh xc
ca mi trng d liu c chn vo vn bn v pht hin cc li v font
ch, c ch.
Bc 5: Hon thin qu trnh trn th (mail merge)
Sau khi xem li vn bn c hp nht, nu d liu c chn vo vn bn
chnh xc th qu trnh trn th c xem l hon tt.

1. Click vo nt Finish and Merge


a. Edit Individual Documents: La chn ny s to ra mt vn bn mi
vi y thng tin ca vn bn va c hp nht hay ni n gin
hn l to ra 1 bn copy ca vn bn va c to.
b. Print Documents: Hp thoi in c m ra cho php bn la chn in
tt c, t trang no n trang no hoc trang hin ti.
c. Send E-mail Messages: Hp thoi trn email c m ra cho php bn
gi email merge ti cc a ch email bn mun. Lu : Ch p dng
chc nng ny cho vic gi email.
PHN 2: HNG DN THC HIN TRN TH (MERGING LETTERs)
Bc 1: Chn vn bn (v d th cm n i tc ti tr)
1. M file th cm n i tc
2. Click vo thanh cng c Mailings
3. Click vo nt Start Mail Merge
4. Danh sch cc hnh thc trn th xut hin trn mn hnh, la chn Letters

Bc 2: Chn d liu kt ni (v d danh sch i tc tham d L k nim)


5. La chn nt Select Recipients.
6. Click vo nt Use Existing List
7. Chn file excel d liu v d: Danh sch cc nh ti tr trong My
Documents/My Data Sources

2. Chn sheet excel c thng tin d liu cn chn. Click OK

Bc 3: Chn d liu vo vn bn (v d chn h v tn; Chc danh)

8. Click vo Insert Merge Field v chn d liu cn chn

9. Chn d liu vo vn bn (v d gm H v tn dng 1; Chc danh


dng 2)

10. Bi en d liu c chn v format li nu mun


Bc 4: Xem li vn bn trc khi in
11. Click vo nt Preview Results xem kt qu trn th cm n
12. Click vo mi tn r sot cc bn hin k tip

Bc 5: In vn bn
13. Click vo nt Finish and Merge

14. Click vo Print Document v la chn


15. Click v All - Hon thin qu trnh Mail merge

PHN 3: HNG DN THC HIN TRN B TH (MERGING


ENVELOPES)
Bc 1: Chn vn bn
1. M file word mi
2. Click vo thanh cng c Mailings
3. Click vo nt Start Mail Merge
4. Danh sch cc hnh thc trn th xut hin trn mn hnh, la chn
Envelopes
5. Ca s la chn b th xut hin

6. La chn Preview xem nh dng b th khi c in ra


a. Envelope Size: La chn kch c ca b th c s dng
b. Delivery Address: Click vo Font sa c ch, font ch in trn a
ch ngi nhn
c. Return Address: Click vo Font sa c ch, font ch in trn a ch
ngi gi.
7. La chn OK

Bc 2: Chn d liu kt ni (v d danh sch i tc tham d L k nim)


8. La chn nt Select Recipients.
9. Click vo nt Use Existing List
10. Chn file excel d liu v d: Danh sch cc nh ti tr trong My
Documents/My Data Sources

11. Chn sheet excel c thng tin d liu cn chn. Click OK

Bc 3: Chn d liu vo vn bn (v d chn h v tn; a ch ngi nhn, gi)


12. Click vo Insert Merge Field v chn d liu cn chn

13. nh ch FROM hoc TO hay NGI GI/ NGI NHN

Bc 4: Xem li vn bn trc khi in


14. Click vo nt Preview Results xem kt qu trn b th
15. Click vo mi tn r sot cc bn hin k tip
Bc 5: In vn bn
16. Click vo nt Finish and Merge

17. Click vo Print Document v la chn


18. Click v All - Hon thin qu trnh trn b th Mail merge

PHN 4: HNG DN THC HIN TRN NHN (MAILING LABELS)


Bc 1: Chn vn bn
1. M file word mi
2. Click vo thanh cng c Mailings
3. Click vo nt Start Mail Merge
4. Danh sch cc hnh thc trn th xut hin trn mn hnh, la chn Labels
5. Ca s la chn label xut hin

6. La chn cc mc sau ra ng label cn chn:


a. Printer Information: La chn loi khay in c s dng (iu ny
ph thuc vo my tnh ca bn) Chng ti gi bn nn nh
Default tray
b. Label Information: La chn nh cung cp giy. Vit Nam hin nay
khng c nh cung cp nhn no c trn danh sch ca Word 2007. Do
vy bn s chn loi v kch c giy ph hp vi nhn bn s in. Chng
ti gi bn nn s dng A-ONE
c. Product Number: La chn m sn phm ca nh cung cp giy. Tuy
nhin, Vit Nam chng ta dng m sau: A-ONE 28787 cho loi 30
nhn vi ty chnh size nh di y:

(Ngoi ra Vit Nam cn dng giy nhn Tommy kh A5, do vy Label


vendor bn s chn nh cung cp l KOKUYO v PRODUCT NUMBER
l KJ 8165

7. La chn OK
Bc 2: Chn d liu kt ni (v d danh sch i tc tham d L k nim)
8. La chn nt Select Recipients.
9. Click vo nt Use Existing List
10. Chn file excel d liu v d: Danh sch cc nh ti tr trong My
Documents/My Data Sources

11. Chn sheet excel c thng tin d liu cn chn. Click OK

Bc 3: Chn d liu vo vn bn (v d chn h v tn; a ch ngi nhn, gi)


12. Click vo Insert Merge Field v chn d liu cn chn
13. nh ch FROM hoc TO hay NGI GI/ NGI NHN

Bc 4: Xem li vn bn trc khi in


14. Click vo nt Preview Results xem kt qu trn b th
15. Click vo mi tn r sot cc bn hin k tip
Bc 5: In vn bn
19. Click vo nt Finish and Merge

20. Click vo Print Document v la chn

Click v All - Hon thin qu trnh trn


PHN 5: HNG DN THC HIN TRN EMAIL (EMAIL MERGE)
KHNG C FILE NH KM
Bc 1: Chn vn bn
1. To email mu gi cho ngi nhn trn Word 2007
2. Click vo thanh cng c Mailings
3. Click vo nt Start Mail Merge
4. Danh sch cc hnh thc trn th xut hin trn mn hnh, la chn Email
Messages

Bc 2: Chn d liu kt ni (v d danh sch email gi lch tun)


5. La chn nt Select Recipients.
6. Click vo nt Use Existing List
7. Chn file excel d liu v d: Email lch tun trong My Documents/My
Data Sources

8. Chn sheet excel c thng tin d liu cn chn. Click OK

Bc 3: Chn d liu vo vn bn (v d chn danh xng, v tn)


9. Click vo Insert Merge Field v chn d liu cn chn
10. Format dng c chn cho chun vi format ca th son sn

Bc 4: Xem li vn bn trc khi in


11. Click vo nt Preview Results xem kt qu trn b th
12. Click vo mi tn r sot cc bn hin k tip
Bc 5: Gi th
13. Click vo nt Finish and Merge
14. Click vo Send Email Message v la chn

15. Hon tt qu trnh gi email sau khi click OK


PHN 6: HNG DN THC HIN TRN EMAIL (EMAIL MERGE) C
FILE NH KM (Cn dng cng c Mail Merge Toolkit hoc s dng Word
2010)
Mail Merge Toolkit l mt chng trnh b tr cho chc nng Mail Merge ca
Microsoft Office nh ni trn vi cc tnh nng nh:
-

Mi email c th gi v cc, bcc cho mi ngi khc nhau

Mi email c th nh km mi attachment ging v/hoc khc nhau

Mi email c th c ch (subject) khc nhau

D liu ngi nhn email l d liu dng trong phn Mail Merge
Ch hot ng vi chng trnh Microsoft Outlook, khng tng thch vi
Outlook Express.
File c nh km v ch th nn ting Vit khng du trnh li font
trong qu trnh Mail merge.
Bc 1: Chn vn bn
1. To email mu gi cho ngi nhn trn Word 2007

2. Click vo thanh cng c Mailings


3. Click vo nt Start Mail Merge
4. Danh sch cc hnh thc trn th xut hin trn mn hnh, la chn Email
Messages
Bc 2: Chn d liu kt ni (v d danh sch email gi lch tun)
5. La chn nt Select Recipients.
6. Click vo nt Use Existing List
7. Chn file excel d liu v d: Email lch tun trong My Documents/My
Data Sources

8. Chn sheet excel c thng tin d liu cn chn. Click OK

Bc 3: Chn d liu vo vn bn (v d chn danh xng, v tn)


9. Click vo Insert Merge Field v chn d liu cn chn
10. Format dng c chn cho chun vi format ca th son sn
Bc 4: Xem li vn bn trc khi in
11. Click vo nt Preview Results xem kt qu trn b th
12. Click vo mi tn r sot cc bn hin k tip
Bc 5: Gi th v file nh km
13. Click vo nt Mail Merge Toolkit
14. Click vo To chn danh sch email ngi nhn th
15. Click vo Cc hoc Bcc nu mun gi CC v BCC
16. nh vo dng Subject Line tiu th (Lu : S dng ting Vit khng
du m bo khng b li font ch)
17. Click vo dng Attach v chn file cn gi
18. Click OK hon tt vic gi email.