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Chapter 16: Merging DocumentsPerformance Objectives

Complete a Merge Create a Data Source File Create a Main Document Preview a Merge Check for Errors Merge Documents Merge Envelopes CHECKPOINT 1

Merge Labels Merge Directories Edit a Data Source File Insert Additional Fields Merge with Other Data

Sources Use the Mail Merge Wiz

ard CHECKPOINT 2

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Complete a Merge

A merge generally requires two files: a main document and a data source file.

The main document contains the standard text and/or fields that identify where variable information will be inserted during the merge.

The data source file contains the variable information that will be inserted into the main document.

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Complete a Merge - continued

MAILINGS tab

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Create a Data Source File

Before you create the main document, determine what type of correspondence you will be creating and the type of information you will need to insert in it.

Word provides predetermined field names in a data source for this purpose. Use these field names if they represent the data you are creating.

Variable information in a data source file is saved as a record. A record is a series of fields and each record contains all of the

information for one unit (for example, a person, family, customer, client, or business).

A data source file is a series of records.

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Create a Data Source File - continued

To create a data source file:1. Click the MAILINGS tab.2. Click the Select Recipients

button in the Start Mail Merge group.

3. Click the Type a New List option at the drop-down list.

4. Type the data in the predesigned or custom fields.

5. Click OK.

Select Recipients button

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Create a Main Document

To create a main document:1. Click the MAILINGS tab.2. Click the Start Mail

Merge button in the Start Mail Merge group.

3. Click the desired document type at the drop-down list.

4. Type the main document text and insert fields as needed.

Start Mail Merge button

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Create a Main Document - continued

To insert address fields:1. Click the MAILINGS tab.2. Click the Address Block

button in the Write & Insert Fields group.

3. At the Insert Address Block dialog box, click the OK button.

Address Block button

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Create a Main Document - continued

To insert greeting line fields:1. Click the MAILINGS tab.2. Click the Greeting Line

button in the Write & Insert Fields group.

3. At the Insert Greeting Line dialog box, make the desired changes.

4. Click OK.

Insert Greeting Line dialog box

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Create a Main Document - continued

To insert a field:1. Click the MAILINGS tab.2. Click the Insert Merge Field

button arrow in the Write & Insert Fields group.

3. Click the desired field at the drop-down list.

Insert Merge Field button arrow

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Preview a Merge

To view the main document:1. Click the MAILINGS tab.2. Click the Preview Results

button in the Preview Results group.

Preview Results button

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Preview a Merge - continued

First Record

Previous Record

Go to Record

Next Record

Last Record

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Preview a Merge - continued

To find a record:1. Click the MAILINGS tab.2. Click the Find Recipient button

in the Preview Results group.3. At the Find Entry dialog box,

type the specific field entry in the Find text box.

4. Click the Find Next button. 5. Continue clicking the Find Next

button until there are no more entries.

6. Click OK.

Find Entry dialog box

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Check for Errors

To automatically check for errors:1. Click the MAILINGS tab.2. Click the Check for Errors

button in the Preview Results group.

3. At the Checking and Reporting Errors dialog box, click the desired option.

4. Click OK.

Checking and Reporting Errors dialog box

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Merge Documents

To merge documents and create a new document:1. Click the MAILINGS tab.2. Click the Finish & Merge

button in the Finish group.3. Click Edit Individual

Documents at the drop-down list.

4. Make sure All is selected in the Merge to New Document dialog box.

5. Click OK.

Finish & Merge button

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Merge Documents - continued

Merge to New Document dialog box

Identify specific records you want merged with options at the Merge to New Document dialog box.

Display this dialog box by clicking the Finish & Merge button on the MAILINGS tab and then clicking the Edit Individual Documents option at the drop-down list.

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Merge Envelopes

To merge envelopes:1. Click the MAILINGS tab.2. Click the Start Mail Merge

button in the Start Mail Merge group.

3. Click the Envelopes option at the drop-down list.

4. Click OK at the Envelope Options dialog box.

Envelopes option

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Merge Envelopes - continued

Envelope Options dialog box

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Merge Envelopes - continued

To identify an existing data source file:1. Click the MAILINGS tab.2. Click the Select Recipients

button in the Start Mail Merge group.

3. Click the Use an Existing List option at the drop-down list.

4. At the Select Data Source dialog box, navigate to the folder that contains the data source file you want to use and then double-click the file.

Use an Existing List option

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Merge Envelopes - continued

To insert the «AddressBlock» field:1. Click in the envelope to position the insertion point where

the recipient’s address should appear.2. Click the Address Block button in the Write & Insert Fields

group.3. Click OK.

Insertion point

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CHECKPOINT 11) This document contains the

standard text and/or the fields.a. mainb. data sourcec. standardd. default

3) The «AddressBlock» field is an example of this type of field that groups a number of fields together.a. coordinateb. collaboratec. composited. collective

2) Variable information in a data source file is saved as this.a. a fileb. a recordc. a fieldd. a code

4) If you want to search for and preview merged documents with specific entries, click this button.a. Findb. Replacec. Find and Replaced. Find Recipients

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Merge Labels

To merge labels:1. Click the MAILINGS tab.2. Click the Start Mail

Merge button in the Start Mail Merge group.

3. Click the Labels option at the drop-down list.

4. Select the desired label at the Label Options dialog box.

5. Click OK.Labels option

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Merge Labels - continued

Choose the desiredlabel product number from this list box.

Click this down-pointingarrow to display a list ofavailable label vendors.

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Merge Labels - continued

To update all labels:1. Click the MAILINGS tab.2. Click the Update Labels button in the Write & Insert

Fields group.

Update Labels button

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Merge Directories

When merging letters, envelopes, or mailing labels, a new form is created for each record.

For example, if the data source file merged with a letter contains eight records, eight letters are created.

If the data source file merged with a mailing label contains 20 records, 20 labels are created.

In some situations, you may want merged information to remain on the same page.

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Merge Directories - continued

To merge a directory:1. Click the MAILINGS tab.2. Click the Start Mail Merge

button in the Start Mail Merge group.

3. Click the Directory option at the drop-down list.

Directory option

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Edit a Data Source File

To edit a data source file:1. Open the main document.2. Click the MAILINGS tab.3. Click the Edit Recipient List button.4. At the Mail Merge Recipients

dialog box, click the data source file name in the Data Source list box.

5. Click the Edit button.6. Make the desired changes in the

Edit Data Source dialog box.7. Click OK to return to the Mail

Merge Recipients dialog box. Edit button

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Edit a Data Source File - continued

Edit the fields in the records in the data source file at this dialog box.

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Insert Additional Fields

Word’s Merge feature contains a large number of fields that you can insert in a main document.

One such field, the Fill-in field, is used to input information with the keyboard during a merge.

In some situations, you may not need to keep all variable information in a data source file.

Insert a Fill-in field in a main document to input variable information into a document during the merge using the keyboard.

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Insert Additional Fields - continued

To insert a Fill-in field in the main document:1. Click the MAILINGS tab.2. Click the Rules button in the

Write & Insert Fields group.3. Click the Fill-in option at the

drop-down list.4. Type the prompt text.5. Click OK.6. Type the text to be displayed

in the document.7. Click OK.

Fill-in option

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Insert Additional Fields - continued

To insert a record number in each merged document:1. Click the MAILINGS tab.2. Click the Rules button in the

Write & Insert Fields group.3. Click the Merge Record #

option at the drop-down list.

Merge Record # option

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Insert Additional Fields - continued

To use an If…Then…Else… field:1. Click the MAILINGS tab.2. Click the Rules button in the

Write & Insert Fields group.3. Click the If…Then…Else… option

at the drop-down list.4. Specify the options in the

Insert Word Field: IF dialog box.5. Click OK.

If…Then…Else… option

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Insert Additional Fields - continued

Specify the field you want Word to compare with the Field name option.

The drop-down list displays all of the fields you specified when creating the data source.

Use the Comparison option to identify how you want Word to compare values. By default, Equal to displays in the Comparison option box.

Click the down-pointing arrow at the right of the option box and a drop-down list displays with a variety of value options, such as Not equal to, Less than, Greater than, and so on.

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Merge with Other Data Sources

Word saves a data source as an Access database with the .mdb file extension. (In Access 2013, a database file is saved with the .accdb file extension.)

You can also merge a main document with other data sources, such as a Word document containing data in a table, an Excel worksheet, an Access database table, and an Outlook contacts list.

If you use Outlook to send emails, you can use an Outlook contact list as a data source.

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Use the Mail Merge Wizard

To access the Mail Merge wizard:1. Click the MAILINGS tab.2. Click the Start Mail Merge

button in the Start Mail Merge group.

3. Click the Step-by-Step Mail Merge Wizard option at the drop-down list.

Step-by-Step Mail Merge Wizard option

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Use the Mail Merge Wizard - continued

To use the Mail Merge wizard:1. Select the type of document you want to create.2. Click the Next: Starting document hyperlink.3. Click the Next: Select recipients hyperlink.

Select the recipients. 4. Click the Next: Write your letter hyperlink. Write

your main document.5. Click the Next: Preview your letters hyperlink.

Preview your documents.6. Click the Next: Complete the merge hyperlink.7. Complete the merge by sending the merged

document to the printer or edit the merged document.

Step 1 task pane

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CHECKPOINT 21) Select this type of main document

when you want to create a list.a. letterb. labelc. enveloped. directory

3) A Fill-in field is inserted in a main document by clicking this button.a. Insert Merge Fieldb. Rulesc. Edit Recipient Listd. Find Recipient

2) If you do not want a specific record included in a merge, remove this in the Mail Merge Recipients dialog box.a. arrowb. check markc. dashd. circle

4) The Mail Merge wizard guides you through the merge process in how many steps.a. 2b. 4c. 6d. 8

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