Lesson 10 - Mail Merge and Reviewing Documents
Advanced Microsoft Word
Learning Goals
• The goal of this lesson is for the students to successfully create a mail merge project and review documents using the Review Ribbon. The student will create and preview a merge document as well as review the document to approve changes.
Learning Objectives
• On completion of this lesson, students will be able to do the following:– Understanding mail merge– Using mail merge– Selecting a main document– Create a data source– Edit the main document– Preview the merged document– Complete the merge– Compare and merge document versions– Manage tracked changes
Merging Document Versions
• Documents reviewed by several reviews may be merged into a singular document preserving the changes and comments made by each reviewer.
• Compare Group commands-– Compare: Allows you to compare two documents.– Combine: Allows you to combine the changes
made by multiple authors into a single document.
Managing Tracked Changes• Using track changes are more efficient than proofing a document
hard copy.• The document must be view in Print Layout View to use Track
Changes.• Appearances-
– Text changes appear in a contrasting color– Formatting changes appear in oblong boxes called balloons – A vertical line appears in the left margin next to text that has been
changed in any way.• Comments may be inserted into the document margins.• A ScreenTip that displays to indicate the user name, date and
time of an edit.
What is a Mail Merge?
• The process of combining a form letter with a list of names and addresses to produce individualized letters.
• Creating a Mail Merge requires two things:– A Main Document– A Data Source
Main Document
• The Main Document is simple to create. It is the part of your letter that doesn’t change.
• Write all of your text.• Add any fancy formatting or styles you want.
Example
• An easy way to keep track of where you will be replacing things is to use short descriptions in all caps.– Ex: For a spot
where a name would go, type FIRST LAST
• This isn’t required, but can be helpful
Data Source
• The Data Source is made up of Fields and Records
• Fields are what will make your Mail Merge seem customized
• Fields are grouped into Records• Each Record represents a new document that
will be created by the Mail Merge
How to Add Recipients
• Remember what Fields you need• Click Select Recipients button under the
Mailings tab
How to Add Recipients (cont.)
• A menu will drop down to give you more options:– Type New List – Build a New List– Use Existing List – Use if you already have a
Database set up– Select From Outlook Contacts – Use if you are
pulling your list from Microsoft Outlook
How to Add Recipients (cont.)
• Choose Type New List
• You will need to customize the Fields to fit your needs
How to Add Recipients (cont.)
• Click Customize Columns
• Edit to suit your needs
• Click OK
Adding Records
• Simply type in the information you need
• Remember: Fields are Columns, Records are Rows!
• Click OK when you’re finished
Adding Records (cont.)
• A special Save As dialog box will open, letting you save your address list
• Click Save after you have named the file
Adding Fields to the Main Document
• Select the ALL CAPS text you added earlier (or just put the insertion pointer where you want the field to appear)
• Under the Mailings Tab, click Insert Merge Field and choose the proper field
Adding Fields to the Main Document (cont.)
• Ex: If you’re replacing the FIRST text in your document with a <<First>> field, choose it from the list. You may need to do some editing after adding the field, like a space, comma, or colon.
• Add the fields, until you have your letter, proper
Finishing Your Mail Merge
• Save the Main Document
• Click the Preview Results button
Finishing Your Mail Merge (cont.)
• The <<Fields>> disappear! Replaced with the information you typed in the first record
• You can use the arrows to cycle through all the records you created
• Check for punctuation and grammar errors, spacing issues, double, or unwanted fields, and things that just don’t seem to look right
• To fix any mistakes, you must leave Preview mode and edit the Main Document– Click Preview Results again to exit preview mode
The Final Task
• Click on Finish & Merge and select the option you want– Print Documents:
Choose this if you’re sure everything is good to go.
– Edit Individual Documents: Creates a new Word document, with all the merges one after another
The Final Task, continued
• A dialog box will pop up, asking what records to save or print– Click the All button to print or save everything
• Click OK when you’re ready to print• Congratulations! You’re done!