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Mail Merge

Mail Merge. This presentation is incomplete without the associated discussion. Coloma Community Schools In-service 21 March 2014. Overview. What is a mail merge What is the process Walk through Let’s try it!. Mail Merge.

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Mail Merge

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  1. Mail Merge This presentation is incomplete without the associated discussion Coloma Community SchoolsIn-service21 March 2014

  2. Overview • What is a mail merge • What is the process • Walk through • Let’s try it!

  3. Mail Merge Mail Merge combines content from a Word document and information from a data source (Excel) resulting in personalized documents for multiple recipients

  4. Mail Merge Process • Create/Use a data source in Excel • Open Word and Use the Mail Merge Wizard • Create Master Document • Select data source (Excel file) • Insert Merge Fields • Merge

  5. Create/Use a data Source in Excel • Importing data • Comma separated values (text file with commas) aka CSV • Put Labels on the columns • headers for the 1st row on all columns with data • Each row is a record • One Column for each data element so you have what you want to show • Inspect and clean your data

  6. Mailings Ribbon Start Mail Merge With main document open Choose and edit the data source (recipients) Preview Results Specialty merge documents Merge the data and the document Area for inserting fields into the main document Match Fields if necessary

  7. A Simple Main Document Note: Placeholders designated by «marks» indicate where data from Data Source will go

  8. Mail Merge: The Main Document The main document (source document) contains Fields where record information is linked and ultimately integrated The body of the document is written here A field in the body of the document Fields will be replaced by information in records The same content for each document

  9. Mail Merge: Data Source A Record consists of related fields grouped by rows A Field Name is the column heading A Field is a single piece of data from a record to be used in a source document

  10. Mail Merge: Link a Data Source Select Recipients to link the data source to the main document Select Recipients links a data source

  11. Mail Merge: Excel as Data Source If the Worksheet has a header row, it may be used as a data source Choose Select Recipients then choose Use Existing. Then browse to the Excel Workbook Header row

  12. Mail Merge: Edit Records Edit records by making changes to the active record Be sure spelling and capitalization are correct

  13. Mail Merge: Selecting Recipients Choose only the recipients who should receive the merged document Click Edit Recipient List Use the checkboxes to add or remove recipients from the merge

  14. Mail Merge: Sort Records Use the Filter and Sort dialog box to sort records into desirable orders before merging to save time later Sort and Filter links

  15. Mail Merge: Using a Filter Specify criteria to choose only certain types of records for a merge Filter tab

  16. Merge Fields Fields placed in the main document are replaced with corresponding data from the data source when merged

  17. Mail Merge: Inserting Merge Fields With the main document open add fields from the data source using the Insert Merge Fields button Available fields are shown

  18. Merging a Main Document and a Data Source Select Finish & Merge to complete the merge Once the main document and the data source are merged, a separate document for each record is produced

  19. Printing Mailing Labels or Envelopes Produce envelopes and labels using Mail Merge Choose Envelopes or Labels Follow the Wizard This is step 4 of 6

  20. Let’s Try It • Use the Mail Merge Wizard

  21. Additional Resources • Using Mail Merge to create labels • https://www.youtube.com/watch?v=jNEyvGHvlpk • Mail Merge step by step • http://www.timeatlas.com/5_minute_tips/chunkers/mail_merge_tutorial_using_microsoft_word_and_excel#.UynjX6hkTng

  22. Addendum • Mail Merge to eMail

  23. Mail Merge to E-mail Mail merges are used to send personalized e-mail Choose field for Email addresses Under Finish & Merge you may merge to email Choose the Mail format

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