Post on 31-Dec-2015
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Cable / Morrison Microsoft Office 2010 Advanced2
Objectives
Identify a main document and a data source. Insert merge fields into the main document. Preview, merge, and print merged
documents. Create a new data source.
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Cable / Morrison Microsoft Office 2010 Advanced
Objectives (continued)
Edit, sort, and filter data source records. Prepare mail merge documents for mass
mailing labels and envelopes. Create a main document for mass e-mails. Use mail merge features to create catalogs
and directories.
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Cable / Morrison Microsoft Office 2010 Advanced4
Vocabulary
data source field field name filter MAPI (Messaging
Application Programming Interface)
main document merge field record switch
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Cable / Morrison Microsoft Office 2010 Advanced5
Creating Mail Merge Documents
The main document is a file that contains the boilerplate text and formats that remain constant during the merge process.
The data source is a collection of variable information to be used in a merge.
In the merge process, variable information from the data source is merged into the main document.
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Cable / Morrison Microsoft Office 2010 Advanced
Creating Mail Merge Documents (continued)
Identifying the Main Document and the Data Source
First step in the merge process is to select the main document type.
Second step is to select the starting (or main) document.
Third step is to select the recipients.
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Cable / Morrison Microsoft Office 2010 Advanced
Creating Mail Merge Documents (continued)
Identifying the Main Document and the Data Source (continued)
The data source stores information in a field. The field name is a label that identifies a
field in a data source. A record is a group of related fields, or a
single field, treated as a unit in a data source.
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Cable / Morrison Microsoft Office 2010 Advanced
Creating Mail Merge Documents (continued)
Inserting Merge Fields into the Main Document
Fourth step in the merge process is to add merge fields to the main document.
The merge field is a placeholder in the main document.– Instructs Word to find and insert the
corresponding information from the data source
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Cable / Morrison Microsoft Office 2010 Advanced
Creating Mail Merge Documents (continued)
Previewing, Merging, and Printing the Merged Documents
Fifth step in the merge process allows you to preview the merged data in the main document.
Sixth and final step is to complete the merge.
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Cable / Morrison Microsoft Office 2010 Advanced
Creating and Editing Data Sources
Creating a Data Source Using the Mail Merge Feature
First step in creating a data source is to identify the field names to be used.
Multiple merge documents can share the same data source.
When creating a data source, be sure to include all possible fields.
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Cable / Morrison Microsoft Office 2010 Advanced
Creating and Editing Data Sources (continued)
Editing Data Source Records You can edit or delete existing entries and
add new entries in the data source. If data source is saved in an Access table,
you can edit it in the Mail Merge Recipients dialog box by clicking the Edit button.
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Cable / Morrison Microsoft Office 2010 Advanced
Creating and Editing Data Sources (continued)
12Mail Merge Recipients dialog box
Editing Data Source Records (continued)
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Cable / Morrison Microsoft Office 2010 Advanced
Creating and Editing Data Sources (continued)
Sorting and Filtering Data Source Records
Sort the data source records before completing the merge.– Records can be sorted in ascending or
descending order by up to three fields. A filter screens records by identifying criteria
that must be met before the records are included in a merge.
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Cable / Morrison Microsoft Office 2010 Advanced
Creating and Editing Data Sources (continued)
14Filter and Sort dialog box
Sorting and Filtering Data Source Records (continued)
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Cable / Morrison Microsoft Office 2010 Advanced
Creating and Editing Data Sources (continued)
Inserting Fields with Conditions The Rules button provides special fields that
set conditions for performing an action during the merge process.
When you insert these special fields in a main document, you set parameters that Word uses to make a decision.
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Cable / Morrison Microsoft Office 2010 Advanced
Preparing Mailing Labels and Envelopes
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You can use data from an existing data source or you can create a new data source.
You can edit individual labels or envelopes for selected records.
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Cable / Morrison Microsoft Office 2010 Advanced
Preparing Mailing Labels and Envelopes (continued)
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Preparing Mailing Labels You can merge records to create labels for:
– Mailing labels– Name badges– Business cards– Postcards– Folder labels– And more
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Preparing Mailing Labels and Envelopes (continued)
18Label Options dialog box
Preparing Mailing Labels (continued)
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Cable / Morrison Microsoft Office 2010 Advanced
Preparing Mailing Labels and Envelopes (continued)
Preparing Envelopes Using the Mail Merge Feature
Mail Merge feature can be used to prepare addressed envelopes for a group or mass mailing.
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Cable / Morrison Microsoft Office 2010 Advanced
Creating a Main Document for Mass E-Mails
You can use the merge feature to create group or mass mailings for personalized e-mail messages.
You can use Outlook or another MAPI (Messaging Application Programming Interface) compliant e-mail program.– MAPI is a Windows programming interface that
provides applications with a standard way to communicate when sending e-mail.
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Cable / Morrison Microsoft Office 2010 Advanced
Creating Catalogs and Directories
Merge feature is convenient for creating a catalog or a price list.
A switch is a special instruction that modifies a field result.
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Creating Catalogs and Directories (continued)
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Common switches
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Summary
In this lesson, you learned: You can use the mail merge feature to create
personalized and customized form letters, mailing labels, and envelopes.
The mail merge process involves combining a main document with variable information from a data source.
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Summary (continued)
To create the main document, you can use the current document, or you can start from a template or an existing document.
For the variable data, you can use an existing data source or you can create a new data source.
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Summary (continued)
You insert fields into the main document to merge the variable data from the data source.
Data records can be sorted and edited before you merge them with a main document, and you can apply rules to the fields, which set parameters for the variable content.
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Summary (continued)
You can preview merge results before you complete a merge, and you can edit individual merged records.
You can use the mail merge process to personalize an e-mail message to be sent to multiple recipients.
You can use the mail merge process to create catalogs and directories.
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