lunch 'n learn - word: mail merge

Windows

Handy shortcuts and file handling

Word

Mail Merge

Startup

• This is not just a presentation, it is a workshop• Please find the exercises in the ‘LnL – Word Mail Merge’

folder. It is located on your desktop.

• Try the exercises in the document during this session -> limited time, questions in the Q&A.

Mail merge? (1)

• Merge your data into a document and either save, mail it to the recipients or print it.

• 2 objects• Your data source, e.g.

• Excel file;

• Access database;

• Word document;

• Text file;

• Query on a database.

• Your document where your data is merged into• Custom / personalized letters;

• Labels;

• Envelopes.

Mail merge? (2)

• The good…

• You can insert any field of your data source in your form.• e.g. first name, last name, address, title, …

• You can use multiple fields of the data source in yourform.

• You dou not have to type everythingmanually = save a huge amount of time

• Imagine you would have to send a semi-personal letter to more than 1000 employees without a mail merge...

Mail merge? (3)

• The bad…

• You can not select data across multiple datasets/sources or tables.

• (Related) data from multiple tables is only possible if you select a query as your data source.

Step 1: document set-up

• Create a new document.

• This contains all the standard data which is the same for each version of the merged document

Step 2: connect the data source

• Mailings > Start Mail Merge > Select Recipients

• Or use the wizard:

• (Ex. 1.1)

Step 3: refine your

data (1)

• Mailings > Start Mail Merge > Edit Recipient List

• (Ex. 1.2)

Step 3: refine your data (2)

• Select which data will be merged

• Filter your data by using criteria

• Sort your data: A-Z

• Find• Find a specific recipient

• (Ex. 1.2)

Step 4: add merged fields

• Mailings > Write and Insert Fields

• Example: an address block

• (Ex. 1.3)

Step 5: preview and complete

• Preview each copy of the document

• Mailings > Preview Results

• (Ex. 2.2)

Step 5: preview and complete

• Complete the merge• Mailings > Finish & Merge

• Edit Individual Documents• New document with all the pages

merged after each other

• Print Documents• Print every merged document or a

range

• (Ex. 2.3)

• Send Email Messages• (Ex. 2.4)

Labels

• Mailings > Create > Labels

• (Ex. 3): last page of your handouts

Q&A

Future questions?

• ICT intranet Training

ICT Service Lunch ‘n Learn

• Helpdesk

http://ict.coleurope.eu

helpdesk.be@coleurope.eu

Tel 050 47 70 00