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Get Personal with Get Personal with Your Customers and Your Customers and

Microsoft WordMicrosoft Word

Mail MergeMail MergePresented by: Mitzi Katz

Gibson Computer Associates(303) 549-4972mitzikatz.com

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Applications for MergingApplications for Merging

Personalize lettersPersonalize letters

Create a wide variety of labelsCreate a wide variety of labels MailingsMailings File folder labelsFile folder labels CD labelsCD labels Name badgesName badges Table tentsTable tents

Directories and catalogs are at your fingertipsDirectories and catalogs are at your fingertips

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Merging ComponentsMerging Components

New merged document

Data Source Document:

Excel Worksheet

Word Table

Outlook Contacts

Word Document:

Letters

Labels

Directory

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Basic “Gotchas”Basic “Gotchas”

Begin with the Word document open that will be Begin with the Word document open that will be used as the merge formused as the merge form

Begin with the data source document saved and Begin with the data source document saved and closed.closed. Data in good working orderData in good working order

• Accurate and completeAccurate and complete Consistent data Consistent data No gaps - NicknamesNo gaps - Nicknames

• FilteredFiltered• SortedSorted

““Edit” individual records before printingEdit” individual records before printing

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Meet the Wizard Meet the Wizard

2003 Path2003 Path Tools Tools

Letters and MailingsLetters and Mailings• Mail MergeMail Merge

2007 Path2007 Path MailingsMailings

Start Mail MergeStart Mail Merge• Step by Step Mail Step by Step Mail

Merge WizardMerge Wizard

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Next StepsNext Steps

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Dialog Choices - 2003Dialog Choices - 2003

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Dialog Choices - 2007Dialog Choices - 2007

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Next StepsNext Steps

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Next StepsNext Steps

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Next StepsNext Steps

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Final Merged DocumentFinal Merged Document

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Review the StepsReview the Steps

1.1. Starting documentStarting document

2.2. Select recipientsSelect recipients

3.3. Write the letterWrite the letter

4.4. Preview the letterPreview the letter

5.5. Complete the mergeComplete the merge

6.6. Edit and print individual lettersEdit and print individual letters

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Save Early – Save Often!Save Early – Save Often!

Save and review the final merge document Save and review the final merge document before printing / distributing.before printing / distributing.

Save the setup document to use for a Save the setup document to use for a future merge.future merge.

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Follow the same Follow the same steps to complete the steps to complete the merge, except…merge, except…

Same WizardSame WizardDifferent Different Application Application

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Spacing IssuesSpacing Issues

Add two returns (press Enter) after the first Add two returns (press Enter) after the first record to leave space between records.record to leave space between records.

Preview will not show multiple records.Preview will not show multiple records. Will the final document have multiple Will the final document have multiple

columns?columns? Will the lines of a record be allowed to split Will the lines of a record be allowed to split

across the columns?across the columns?

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Directory Field Set UpDirectory Field Set Up

Lines allowed to split across records

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Final Merged DocumentFinal Merged Document

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Alternative Directory Field Set UpAlternative Directory Field Set Up

Lines not allowed to split across records

Format > Paragraph > Line and Page Breaks > Keep with next

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Alternative Final Merged DocumentAlternative Final Merged Document

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Format the Final DocumentFormat the Final Document

2003 Path2003 Path Add a banner heading and format for Add a banner heading and format for

center, bold, large, etc.center, bold, large, etc. Insert > Break > ContinuousInsert > Break > Continuous Format > Columns > TwoFormat > Columns > Two Remove empty paragraphsRemove empty paragraphs Use increased space below as neededUse increased space below as needed Add Headers and Footers as desiredAdd Headers and Footers as desired

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Format the Final DocumentFormat the Final Document

2007 Path2007 Path Add a banner heading and format for Add a banner heading and format for

center, bold, large, etc.center, bold, large, etc. Page Layout > Breaks > ContinuousPage Layout > Breaks > Continuous Page Layout > Columns button > TwoPage Layout > Columns button > Two Remove empty paragraphsRemove empty paragraphs Use increased space below as neededUse increased space below as needed Add Headers and Footers as desiredAdd Headers and Footers as desired

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Insert GraphicsInsert Graphics

Insert graphics on the Insert graphics on the set up document or set up document or the final documentthe final document

Check graphic Check graphic settings for layoutsettings for layout

Size graphicsSize graphics

Insert > Picture > Insert > Picture > From FileFrom File

Browse for fileBrowse for file Double-click to insert Double-click to insert

filefile

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Insert GraphicsInsert Graphics

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Graphics on LabelsGraphics on Labels

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Final Merged Label Document Final Merged Label Document with Graphicswith Graphics

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Data Sources -OutlookData Sources -Outlook

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Data Sources - ExcelData Sources - Excel

Heading formatHeading format Splitting namesSplitting names Successful sortingSuccessful sorting

Avoid mismatched data!Avoid mismatched data! Zip formatZip format

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Data Sources - Create a Word ListData Sources - Create a Word List

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Show Mail Merge Toolbar – 2003 Show Mail Merge Toolbar – 2003

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Mailings Ribbon – 2007 Mailings Ribbon – 2007

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Insert Word Fields – 2003 Insert Word Fields – 2003

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Insert Word Fields (Rules) – 2007Insert Word Fields (Rules) – 2007

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