about mail merge
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About mail merge Use the Mail Merge Wizard to create form letters, mailing labels,envelopes, directories, and mass e-mail and fax distributions. To complete the basicprocess, you:
Open or create a main document
Open or create a data source with individual recipient information. Add or customize merge fields in the main document. Merge data from the data source into the main document to create a new,
merged document.
About mail merge data sources data source is a file for example, a MicrosoftOutlook Contact List that contains the data that varies in each copy of a mergeddocument.
How data sources work in a mail merge You can think of a data source as a table.Each column in the data source corresponds to a category of information, or data field for example, first name, last name, street address, and postal code.
The name of each data field is listed in the first row of cells, which is called the headerrecord. Each subsequent row contains one data record, which is a complete set ofrelated information for example, the name and address of a single recipient.
When you complete the merge, individual recipient information is mapped to the fieldsyou included in your main document.
Connecting to a data source By default, you connect to data sources in the SelectData Source dialog box. If you already have a data source to use (such as a MicrosoftOutlook Contact List or Microsoft Access database), you can connect to it directly fromthe Mail Merge Wizard.
If you don't, you can also create one directly from the wizard. If you only want a simpleaddress list, the Mail Merge Wizard guides you through the process of creating aMicrosoft Office Address List. Or you can create a more complex one from within theSelect Data Source dialog box.
Selecting specific recipients from the data source
Once you connect to your data source, the recipient information appears in the MailMerge Recipients dialog box, where you can select exactly which recipients to include inthe merge. For example, if you want to target customers in specific postal code areas,you can select only those customers. You can also use this dialog box to perform more
advanced filtering and sorting operations.
Data source with recipient information, such as names and addresses
Main document with merge fields that are placeholders for recipientinformation
Resulting merged document
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A data source is a file for example, a Microsoft Outlook Contact List that containsthe data that varies in each copy of a merged document. A data source as a table. Eachcolumn in the data source corresponds to a category of information, or data field forexample, first name, last name, street address, and postal code. The name of each datafield is listed in the first row of cells, which is called the header record. Each subsequent
row contains one data record, which is a complete set of related information forexample, the name and address of a single recipient. When you complete the merge,individual recipient information is mapped to the fields you included in your maindocument.
By default, you connect to data sources in the Select Data Source dialog box. If youalready have a data source to use (such as a Microsoft Outlook Contact List or MicrosoftAccess database), you can connect to it directly from the Mail Merge Wizard. If youdon't, you can also create one directly from the wizard. If you only want a simple addresslist, the Mail Merge Wizard guides you through the process of creating a Microsoft OfficeAddress List. Or you can create a more complex one from within the Select Data Sourcedialog box.
Format merged data
To format merged data, you must format the merge fields in the main document.Don't format the data in the data source, because its formatting isn't retainedwhen you merge the data into the document.
In the main document, select the field containing the information you want toformat, including the surrounding merge field characters ( ).
On the Format menu, click Font, and then select the options you want.
About mail-merge fieldsYou use merge fields to customize the content of individualdocuments. When inserted into your main document, they map to corresponding
columns of information in your data source. If Microsoft Word doesn't find the informationit needs by mapping merge fields automatically to the headings in the data source, itgives you the opportunity to do so as you're inserting address and greeting fields orpreviewing the merge.
Address and Greeting Fields Word uses two merge fields to insert the basicinformation for each recipient:
The Address Block field is the placeholder for the name and address.
The Greeting Line field is the placeholder for your chosen salutation.
You can customize the content in each of these fields. For example, in theaddress you may want to select a formal name format (Mr. Joshua RandallJr.); in the salutation, you may want to use "To" instead of "Dear."
Create a chart
Some of the content in this topic may not be applicable to some languages.
On the Insert menu, click Object, and then click the Create New tab.
In the Object type box, click Microsoft Graph Chart, and then click OK.
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Graph displays a chart and its associated sample data in a table called adatasheet.
To replace the sample data, click a cell on the datasheet, and then type the textor numbers you want, import data from a text file or Lotus 1-2-3 file, import aMicrosoft Excel worksheet, or copy data from another program.
To return to Microsoft Word, click the Word document.
About macro
If you perform a task repeatedly in Microsoft Word, you can automate the task by using amacro. A macro is a series of Word commands and instructions that you group togetheras a single command to accomplish a task automatically.
Here are some typical uses for macros:
To speed up routine editing and formatting
To combine multiple commands; for example, inserting a table with a specificsize and borders, and with a specific number of rows and columns
To make an option in a dialog box more accessible
To automate a complex series of tasks
Word offers two ways for you to create a macro: the macro recorder and theVisual Basic Editor.
For quick access to your macro, you can assign it to a toolbar, a menu, or shortcut keys.Running the macro is as simple as clicking the toolbar button or menu command orpressing the shortcut keys.
If you give a new macro the same name as an existing built-in command in Word, the
new macro actions will replace the existing actions. For example, if you record a newmacro and name it File Close, it becomes attached to the Close command. When youchoose the Close command, Word performs the new actions you recorded.
Recording a macro The macro recorder can help you get started creating macros.Word records a macro as a series of Word commands in Visual Basic for Applications.When you're recording a macro, you can temporarily pause recording and then resumerecording where you stopped.
When you record a macro, you can use the mouse to click commands and options, butthe macro recorder doesn't record mouse movements in a document window. You mustuse the keyboard to record these actions.
Tips forrecording macros
Before you record or write a macro, plan the steps and commands you want themacro to perform.
If you make a mistake when you record the macro, corrections you make will alsobe recorded. You can edit the macro later and remove unnecessary steps yourecorded.
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Try to anticipate any messages that Word might display that might halt yourmacro or be confusing when the macro is run.
If the macro includes the Edit menu command Find or Replace, click More on theFind or Replace tab, and then click All in the Search box. If the macro searchesup or down only, Word stops the macro when it reaches the beginning or end of
the document and displays a message asking whether you want to continuesearching.
If you want to use the macro you're recording in other documents, make sure thatthe macro doesn't depend on the current document's contents.
If you use a particular macro often, assign it to a toolbar button, a menu, or shortcutkeys. That way, you can run the macro directly without having to open
Create or change AutoCorrect entries Some of the content in this topic may not beapplicable to some languages.
Do one of the following:
Add an entry to the list of automatic corrections
On the Tools menu, click AutoCorrect Options.
In the Replace box, type a word or phrase that you often mistype or misspell for example, type usualy.
In the With box, type the correct spelling of the word for example, type usually.
Click Add.
Add an entry during a spelling check
Right-click a word with a wavy red underline.
Point to AutoCorrect on the shortcut menu, and then click the correction youwant.
If Microsoft Word doesn't provide a list of corrections for a misspelled or mistyped word,AutoCorrect won't appear on the shortcut menu.
Change the contents of an entry
On the Tools menu, click AutoCorrect Options.
Click the entry in the list under the With box.
Type the new entry in the With box.
Click Replace.
Rename an entry
On the Tools menu, click AutoCorrect Options.
In the list under the Replace box, click the entry.
Click Delete.
Type a new name in the Replace box.
Click Add.
Prevent specific capitalization and spelling corrections
On the Tools menu, click AutoCorrect Options.
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Click Exceptions.
Do one or more of the following to prevent AutoCorrect from:
Capitalizing a word you type after a specific abbreviation
Click the First Letter tab, and then type the abbreviation (including the period) inthe Don't capitalize after box.
Correcting a word that contains mixed uppercase and lowercase letters
Click the INitial CAps tab, and then type the word in the Don't correct box.
Correcting a spelling error
Click the Other Corrections tab, and then type the misspelled word in the Don'tcorrect box.
Click Add, and then click Close.