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envelope. Delimited file: A text file that has data fields separated (or delimited) by tab characters or commas. a data source can include the name and address of each recipient of a form letter. All information about one client in a client mailing list is an example of a data record. "PostalCode" and "LastName" are examples of data field names. Boilerplate: Generic information that is repeated in each form letter.• Address list: An address list is a file that contains the data that varies in each copy of a merged document. or directory (catalog). The name of each data field is listed in the first row (header row) of the data source. Data record: A complete set of related information in a data source. . A data record corresponds to one row of information in the data source. and data records delimited by paragraph marks. For example. mailing label. A data field corresponds to one column of information in the data source. Data field: A category of information in a data source.

for example." The header row can also be stored in a separate document called the header source. For example. "Name" and "City. The header row contains the field names for the categories of information in the data source. the return address and body of a form letter. Merge fields tell Microsoft Word where to insert specific information from the data source. Merged document: The document that is created by merging the data from the data source into the main document. Merge field: A placeholder that you insert in the main document. insert the merge field "City" to have Word insert a city name." that is stored in the City data field. such as "Paris. Main document: In a mail merge operation. . the document that contains the text and graphics that remain the same for each version of the merged document. for example.• Header row: The first row (or record) in a mail merge data source.

. and Write & Insert Fields groups on the Mailings tab. The Ribbon. Commands are organized in groups related to activities such as you see below in the Create. click on the Mailings tab. Start Mail Merge. replaces the toolbars and menus.Mail Merge Wizard To start the Mail Merge in the new Word 2007. the groups of commands you see on each tab.

” This brings up the task pane as shown below. Select the last option. a drop-down list appears as shown below.• When you click on the arrow beside Start Mail Merge. “Step by Step Mail Merge Wizard. Select Letters (or whatever type you want) as the type of document and then click on the “Next: Starting document” link at the bottom of the task pane to go to the next step to select your starting document .

to select a template. or to browse to an existing document not open.” This brings up a link you click on to “Select template. select “Start from a template.Selecting a Template • You have options to use the current document you have open. For this practice.” .

Select the “Letters” tab and choose “Oriel Merge Letter.” .• This opens the “Select Template” dialog box shown.” Click on OK This takes you to Step 3 in the Mail Merge process in which you “Select recipients.

. Select “seminar” or “training” or whatever you named the range in your spreadsheet containing the names and addresses you want to use for the mail merge ("attendees" is the defined range selected as shown below).Selecting Recipients • Select “Use an existing list” and click on the “Browse” link.xls. Locate and open the file containing your data source. For this 9exercise. use the MailMergeList. This opens the following dialog box in which you select the table (the named range defined within Excel) containing the mail merge recipients info you want to pull into the merge fields in your document.

Address1. etc. .) on your spreadsheet won’t be mistaken for data. Here you can select which recipients to include or deselect by unchecking the check box by the name. This opens the Mail Merge Recipients dialog box shown below. First Name.Make sure to check the box indicating that the “First row of data contains column headers” so that the field labels (Last Name.

Note there are also links to Sort and Filter or Find Duplicates and recipients in the “Refine recipient list” section. .You can sort and filter the list using the drop-down list located on each field name indicated by the triangular black arrow.

.Click on the link “Next: Write your letter” to go on to the next step to edit the mail merge template letter content.

You also have these same options on the Mailings toolbar at the top—you don’t have to use the wizard each time you do a mail merge. Greeting line. If you weren’t using a preformatted mail merge letter. you would just simply click on the links on the right to insert the Address block. Pick the date and replace the letter content with your own and then go on to the next step to preview your letters by clicking on the link at the bottom of the task pane. .Inserting Merge Fields • Notice that the Address Block and Greeting Line fields are already inserted into this template letter. or more items (more merge fields).


Matching Fields • When you click on the Address block link. you can click on the Match Fields button to match the missing address field (the Match Fields button is also on the Mailings tab in the "Write and Insert Fields" grouping). Also. . the following dialog box appears in which you can choose the format of the address.

Clicking on the Match Fields button brings up the following dialog box. Use the Address 1 drop-down list to select the Street field name from the Excel spreadsheet. .

.Previewing Results • You have buttons on both the Preview Results group on the Mailings ribbon as well as the task pane to look at different recipient info before going on to the next step to complete the merge.

” the following appears: Click on the link “Edit individual letters” which you can see from the screen tip is the link to “Merge to new document.” This is also a button on the "Finish & Merge" dropdown list on the Mailings Ribbon.Completing the Merge When you click on the link. “Next: Complete the merge. .

you will see that it indicates multiple letters. If you look at the status bar. the following dialog box appears: You can choose whether to merge all or selected records.The Print link on the Task Pane or Print Documents on the Ribbon dropdown list allows you to merge directly to the printer. When you click on the link to edit the letters. It contains the individual letters for each recipient. . Click OK and then a new merged document entitled Letters1 is created.

a new file format for Word documents. Excel and PowerPoint File Formats.docx. with earlier versions of Word. You also have the option to save in the Word 97-2003 format so that your file is compatible with those versions and can be opened in them. The new "default" file format is . Select "Save As" to view the new options for saving in different formats. you can open a file created in the 2007 version by going to the Download Center at the Microsoft site and downloading the Microsoft Office Compatibility Pack for 2007 Office Word. It is one of the new Office XML formats.Saving Save your work by clicking on the new Office button which replaces the file menu. However. .

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