Merging Documents in Word

Mail Merge

Main Document Types

Document Type

How it is Typically Used in a Mail Merge

Letters To send letters to a group after personalizing each letter

E-Mails To send e-mail messages to a group of people after personalizing each message.

Envelopes To print an address on an envelope for each person in the group.

Labels To print address labels for each person in the group, which can then be attached to an envelope for mailing or to create file labels

Directory To create a single document that contains a list of addresses

Selecting or Creating Recipients

• Data Source– A listing of information

• Field– A single piece of data used in a source document,

such as last name• Record

– A group of related fields• Header row

– The first row in a data source

Steps in Merging Documents in Word using Access

Updating the Access table…

Adjusting the Date in Access

Select the field (Appt_time) to be changed under design view in the Patients table.

Next…

Change the Format of the Time field in the Patients Table (you must be out of Word’s template to do this) to Medium Time. Then click on the close tables X on the right side.

Save the Changes

Now Open the Word Template

This is how yourTemplate shouldlook after makingthe necessary changes, but before insertingthe Merge Fields for the Inside address.

Merge Process

• First select Start Mail Merge– Select the type of document you are

going to create Ex. Letters• Then, Select Recipients

– Use the Browse to select the source

Selecting the Table

• Once the list has been selected (Patients from Access in this case), select the Table you want to use.

Mail Merge Recipients

Filter Records

• Under the Filter Records select Monday appointments from Appt_day

Sort the Records

• Select Appt_date and the Appt_time and Ascending Sorting for both

Next, the Insert Merge Fields

This is what your Inside Address should look like after inserting the fields from the Insert Merge Field option under the Write and Merge Fields Group.

Next, the Paragraph Content

Step 1: Insert the Appt_day field from Insert Merge Fields

Step 1: Insert the Appt_date field from Insert Merge Fields

Step 1: Insert the Appt_time field from Insert Merge Fields

Next…fix the top date

Step 1: Select the 3 dots on the left of the date—that selects the date code.Step 2: Go to Insert/Date and Time and select the proper date format (see below)Step 3: Select Update automatically. Then click on OK.

Next, the Merged Document

After the Merge…

Notice the Date Format

Finally… You’re Done!

Finally…

Use the Print options to only print the first three documents.

Remember: you have to specify the page number followed by the section number

(Ex. p1s1-p1s3)

The 1 page (plus your cover sheet, of course) is the only page you will need to print; however all files should be saved to your storage device. Do not print all of the letters--just the first four. To print without extra blank pages in-between your letters, in the Header and Footer Tab, Deselect the Different Odd & Even Pages. Then your pages will not print with the extra blank pages in-between your letters. (Note: This is a new default with Office 2010—see next slide for picture capture)

Header/Footer Pit