Information Technology

MS Word 2007/8 Mail Merge

By Carolynne White

10/6/08

Help Desk Short Courses

MailMerge

Information Technology

Office 2007/8 Menu Changes

Ribbon Organizes Commands
Set of Tabs
Set of Commands

10/6/08

Help Desk Short Courses

MailMerge

Information Technology

Mail Merge Concept

Many copies of a document are needed with each one personalized for an individual recipient.

10/6/08

Help Desk Short Courses

MailMerge

Information Technology

Before You Begin.

Do you have the content prepared?
Yes > OK; No > Prepare the text

Do you have a list of recipients in a FILE?

Yes > OK; No > Get the file Excel file Word table CSV file Top line must contain headers

If it needs editing, edit and save

10/6/08

Help Desk Short Courses

MailMerge

Information Technology

Recipient File Form

Yes
FN Bill John JB Susan Paul Sandy LN Black Smith Jones Black Lui Perez Street 1521 Oak 2365 Holly 3423 Main 3367 Oak 1331 OST 55 First St

No
Alex Bill McDodd 456 Main St Black 1521 Oak

John JB
Susan Paul Sandy

Smith Jones
Black Lui Perez

2365 Holly 3423 Main

3367 Oak 1331 OST 55 First St

Top line must contain headers

10/6/08

Help Desk Short Courses

MailMerge

Information Technology

Mail Merge Wizard

Select the MAILINGS Tab

10/6/08

Help Desk Short Courses

MailMerge

Information Technology

Use the Mail Merge Wizard

Select
Start Mail Merge Choose Step by Step

10/6/08

Help Desk Short Courses

MailMerge

Information Technology

Select Document Type

Letters are the most common merged document

10/6/08

Help Desk Short Courses

MailMerge

Information Technology

Start from a Template or Current Document

If your current OPEN document can be used or modified slightly for use, select Use Current Document If you have a letter already created that can be used or modified slightly for use, select Start from existing document Otherwise, select Start from a template
10/6/08

Help Desk Short Courses

MailMerge

Information Technology

Select a Merge Template

If you use a template, edit the content before you send it out.

10/6/08

Help Desk Short Courses

MailMerge

Information Technology

Recipients
Select Use an existing list Click Browse Locate and open the file contain your data for this merge

10/6/08

Help Desk Short Courses

MailMerge

Information Technology

More than One List in File?

If necessary select range of spreadsheet that contains the data for this merge.

10/6/08

Help Desk Short Courses

MailMerge

Information Technology

Mail Merge Recipient Dialog Box

Select recipients with checkbox Sort, with drop down boxes
10/6/08

Help Desk Short Courses

MailMerge

Information Technology

Insert Merge Fields

Pick the Date Add the Address Block Greeting Line
10/6/08

Help Desk Short Courses

MailMerge

Information Technology

10/6/08

Help Desk Short Courses

MailMerge

Information Technology

Address Block
Match Fields if necessary Select format and contents of Address Block

10/6/08

Help Desk Short Courses

MailMerge

Information Technology

Address Block; Match Fields

Match Fields

10/6/08

Help Desk Short Courses

MailMerge

Information Technology

Previewing Results
Check the merge results with any specific recipient

10/6/08

Help Desk Short Courses

MailMerge

Information Technology

Complete the Merge

Click NEXT
Print Edit Individual letters Click OK

10/6/08

Help Desk Short Courses

MailMerge

Information Technology

New Merged Document

Letters1 Save
Click

10/6/08

Help Desk Short Courses

MailMerge

Information Technology

Save options
File Format options

10/6/08

Help Desk Short Courses

MailMerge

Information Technology

Resources
http://helpdesk.ua.edu/training/word/merg07.html

10/6/08

Help Desk Short Courses

MailMerge