MicrosoftWord 2010

Chapter 6

Generating Form Letters, Mailing Labels, and a

Directory

Generating Form Letters, Mailing Labels, and a Directory 2

• Explain the merge process• Use the Mail Merge task pane and the Mailings

tab on the Ribbon• Use a letter template as the main document for a

mail merge• Create and edit a data source• Insert merge fields in a main document• Use an IF field in a main document

Objectives

Generating Form Letters, Mailing Labels, and a Directory 3

• Merge and print form letters• Select records to merge• Sort data records• Address and print mailing labels and envelopes• Change page orientation• Merge all data records to a directory• Convert text to a table

Objectives

Generating Form Letters, Mailing Labels, and a Directory 4

Project – Form Letters, Mailing Labels, and a Directory

Generating Form Letters, Mailing Labels, and a Directory 5

• Identify the main document for the form letter• Create or specify the data source• Compose the main document for the form letter• Merge the main document with the data source

to create the form letters• Generate mailing labels and envelopes• Create a directory of the data source

General Project Guidelines

Generating Form Letters, Mailing Labels, and a Directory 6

• Click the Start Mail Merge button (Mailings tab | Start Mail Merge group) to display the Start Mail Merge menu

• Click Step by Step Mail Merge Wizard on the Start Mail Merge menu to display Step 1 of the Mail Merge wizard in the Mail Merge task pane

• Click the Next: Starting document link at the bottom of the Mail Merge task pane to display Step 2 of the Mail Merge wizard, which requests you select a starting document

• Click ‘Start from a template’ in the ‘Select starting document’ area and then click the Select template link to display the Select Template dialog box

Identifying the Main Document for the Form Letter Using the Mail Merge Task Pane

Generating Form Letters, Mailing Labels, and a Directory 7

• Click the desired template in the Select Template dialog box

• Click the OK button to display a letter in the document window that is based on the selected template

Identifying the Main Document for the Form Letter Using the Mail Merge Task Pane

Generating Form Letters, Mailing Labels, and a Directory 8

• Click the Save button on the Quick Access Toolbar• Type the desired file name in the File name text box• Navigate to the desired location for the new folder• Click the New folder button to display a new folder icon

with the name New folder selected in the dialog box• Type the desired folder name, and then press the ENTER

key to create the new folder• Click the Open button to open the selected folder• Click the Save button to save the current document in

the selected folder on the selected drive

Creating a Folder while Saving

Generating Form Letters, Mailing Labels, and a Directory 9

Creating a Folder while Saving

Generating Form Letters, Mailing Labels, and a Directory 10

• Click the Next: Select recipients link at the bottom of the Mail Merge task pane to display Step 3 of the Mail Merge wizard, which requests you select recipients

• Click ‘Type a new list’ in the Select recipients area, which displays the ‘Type a new list’ area

• Click the Create link to display the New Address List dialog box

• Click the Customize Columns button to display the Customize Address List

Creating a New Data Source

Generating Form Letters, Mailing Labels, and a Directory 11

• Add, delete, and rename fields as necessary in the Customize Address List dialog box

• To move fields around, select the field, and then click the Move Up or Move Down button, as desired

• Click the OK button to close the Customize Address List dialog box, which positions the insertion point in the first text box for the first record (row) in the New Address List dialog box

• Type the information for the first record, pressing the TAB key after entering each field

• After entering the first record, click the New Entry button to enter a new record

Creating a New Data Source

Generating Form Letters, Mailing Labels, and a Directory 12

Creating a New Data Source

Generating Form Letters, Mailing Labels, and a Directory 13

Creating a New Data Source

Generating Form Letters, Mailing Labels, and a Directory 14

• When you click the OK button in the New Address List dialog box, Word displays the Save Address List dialog box so that you can save the data source

• Type the desired file name in the File name text box as the name for the data source

• Navigate to the desired save location for the data source• Click the Save button to save the data source in the selected

folder using the entered file name and then display the Mail Merge Recipients dialog box

• Click the OK button to close the Mail Merge Recipients dialog box

Saving a Data Source when Prompted by Word

Generating Form Letters, Mailing Labels, and a Directory 15

Saving a Data Source when Prompted by Word

Generating Form Letters, Mailing Labels, and a Directory 16

• Click the date content control to select it and then click its box arrow to display a calendar

• Scroll through the calendar months until the desired month appears

• Click the desired date in the calendar to select the date

• Click outside the content control to deselect it

Entering the Date

Generating Form Letters, Mailing Labels, and a Directory 17

Entering the Date

Generating Form Letters, Mailing Labels, and a Directory 18

• Click the Preview Results button (Mailings tab | Preview Results group) to display the values in the current data record, instead of the merge fields

Viewing Merged Data in the Main Document

Generating Form Letters, Mailing Labels, and a Directory 19

• Right-click the AddressBlock merge field to select it and display a shortcut menu and the Mini toolbar

• Click Edit Address Block on the shortcut menu to display the Modify Address Block dialog box

• Scroll through the list of recipient name formats and then click the desired format

• If necessary, click the Match Fields button to set the correct fields in the data source

Editing the AddressBlock Merge Field

Generating Form Letters, Mailing Labels, and a Directory 20

• Click ‘Remember this matching for this set of data sources on this computer’ to place a check mark in the check box

• Click the OK button to close the dialog box• Click the OK button to modify the address block

format

Editing the AddressBlock Merge Field

Generating Form Letters, Mailing Labels, and a Directory 21

Editing the AddressBlock Merge Field

Generating Form Letters, Mailing Labels, and a Directory 22

Editing the GreetingLine Merge Field

Generating Form Letters, Mailing Labels, and a Directory 23

• Click the Insert Merge Field button arrow (Mailings tab | Write & Insert Fields group) to display the Insert Merge Field menu

• Click the desired field to insert on the Insert Merge Field menu to insert the selected field at the location of the insertion point

Inserting a Merge Field in the Main Document

Generating Form Letters, Mailing Labels, and a Directory 24

Inserting a Merge Field in the Main Document

Generating Form Letters, Mailing Labels, and a Directory 25

• Click the Rules button (Mailings tab | Write & Insert Fields group) to display the Rules menu

• Click If...Then...Else on the Rules menu to display the Insert Word Field: IF dialog box

• Click the Field name box arrow to display the list of fields in the data source

• Scroll through the list of fields in the Field name list and then click the desired field to compare

Inserting an IF Field in the Main Document

Generating Form Letters, Mailing Labels, and a Directory 26

• Select the desired comparison operation• Type the text to compare in the Compare to text

box• Type the desired text if the condition is true as the

true text• Type the desired text if the condition is false as

the false text• Click the OK button to insert the IF field at the

location of the insertion point

Inserting an IF Field in the Main Document

Generating Form Letters, Mailing Labels, and a Directory 27

Inserting an IF Field in the Main Document

Generating Form Letters, Mailing Labels, and a Directory 28

• Right-click the field result to display a shortcut menu

• Click Toggle Field Codes on the shortcut menu to display the field code instead of the field results for the field

Displaying a Field Code

Generating Form Letters, Mailing Labels, and a Directory 29

• Click the Next: Preview your letters link at the bottom of the Mail Merge task pane to display Step 5 of the Mail Merge wizard in the Mail Merge task pane

Previewing the Merged Letters

Generating Form Letters, Mailing Labels, and a Directory 30

• Click the Next: Complete the merge link at the bottom of the Mail Merge task pane to display Step 6 of the Mail Merge wizard in the Mail Merge task pane

• Click the ‘Edit individual letters’ link in the Mail Merge task pane to display the Merge to New Document dialog box

• If necessary, click All so that all records in the data source are merged

• Click the OK button to merge the letters to a new document

Merging the Form Letters to a New Document

Generating Form Letters, Mailing Labels, and a Directory 31

Merging the Form Letters to a New Document

Generating Form Letters, Mailing Labels, and a Directory 32

• Click the Finish & Merge button (Mailings tab | Finish group) to display the Finish & Merge menu

• Click Print Documents to display the Merge to Printer dialog box

• If necessary, click All and then click the OK button to display the Print dialog box

• If necessary, click All and then click the OK button to display the Print dialog box

• Click the OK button to print the separate letters

Merging the Form Letters to the Printer

Generating Form Letters, Mailing Labels, and a Directory 33

Merging the Form Letters to the Printer

Generating Form Letters, Mailing Labels, and a Directory 34

• Click the Edit Recipient List button (Mailings tab | Start Mail Merge group) to display the Mail Merge Recipients dialog box

• Display the desired field by which you wish to filter• Click the button arrow to the right of the field name

to display sort and filter criteria for the selected field• Type the desired text to filter by• Click the OK button to close the Mail Merge

Recipients dialog box

Selecting Records to Merge

Generating Form Letters, Mailing Labels, and a Directory 35

Selecting Records to Merge

Generating Form Letters, Mailing Labels, and a Directory 36

• Click the Edit Recipient List button (Mailings tab | Start Mail Merge group) to display the Mail Merge Recipients dialog box

• Click the Filter link to display the Filter and Sort dialog box

• If necessary, click the Filter Records tab to display the Filter Records sheet

• Click the Clear All button• Click the OK button in each of the two open dialog

boxes to remove the merge condition

Removing a Merge Condition

Generating Form Letters, Mailing Labels, and a Directory 37

Removing a Merge Condition

Generating Form Letters, Mailing Labels, and a Directory 38

• Click the Edit Recipient List button (Mailings tab | Start Mail Merge group) to display the Mail Merge Recipients dialog box

• Click the button arrow to the right of the field to sort

• Click Sort Ascending or Sort Descending on the menu to sort the data source records

• Click the Ok button to close the Mail Merge Recipients dialog box

Sorting the Data Records in a Data Source

Generating Form Letters, Mailing Labels, and a Directory 39

Sorting the Data Records in a Data Source

Generating Form Letters, Mailing Labels, and a Directory 40

• Click the Find Recipient button (Mailings tab | Preview Results group) to display the Find Entry dialog box

• Type the desired search text in the Find text box• Click the Find Next button to display the record

containing the entered text• Click the Cancel button to close the dialog box

Finding and Displaying Data

Generating Form Letters, Mailing Labels, and a Directory 41

Finding and Displaying Data

Generating Form Letters, Mailing Labels, and a Directory 42

• Open the Backstage view. Click the New tab in the Backstage view to display the New gallery. With Blank document selected, click the Create button to open a new blank document window

• Display the Mailings tab. Click the Start Mail Merge button (Mailings tab | Start Mail Merge group) and then click Step by Step Mail Merge Wizard on the Start Mail Merge menu to display Step 1 of the Mail Merge wizard in the Mail Merge task pane

• Click Labels in the ‘Select document type’ area to specify labels as the main document type

Addressing and Printing Mailing Labels Using an Existing Data Source

Generating Form Letters, Mailing Labels, and a Directory 43

• Click the Next: Starting document link at the bottom of the Mail Merge task pane to display Step 2 of the Mail Merge wizard

• In the Mail Merge task pane, click the Label options link to display the Label Options dialog box

• Select the label vendor and product number• Click the OK button to display the selected label

layout as the main document

Addressing and Printing Mailing Labels Using an Existing Data Source

Generating Form Letters, Mailing Labels, and a Directory 44

• If gridlines are not displayed, click the View Table Gridlines button to show gridlines

• Click the Next: Select recipients link at the bottom of the Mail Merge task pane to display Step 3 of the Mail Merge wizard, which allows you to select the data source

• If necessary, click ‘Use an existing list’ in the Select recipients area

• Click the Browse link to display the Select Data Source dialog box

Addressing and Printing Mailing Labels Using an Existing Data Source

Generating Form Letters, Mailing Labels, and a Directory 45

• Navigate to the location of the data source• Click the file name for the desired data source• Click the Open button to display the Mail Merge

Recipients dialog box• Click the OK button to close the dialog box• At the bottom of the Mail Merge task pane, click the

Next: Arrange your labels link to display Step 4 of the Mail Merge wizard in the Mail Merge task pane

• In the Mail Merge task pane, click the Address block link to display the Insert Address Block dialog box

Addressing and Printing Mailing Labels Using an Existing Data Source

Generating Form Letters, Mailing Labels, and a Directory 46

• Click the OK button to close the dialog box and insert the AddressBlock merge field in the first label of the main document

• Click the ‘Update all labels’ button in the Mail Merge task pane to copy the layout of the first label to the remaining label layouts in the main document

• Click the Next: Preview your labels link at the bottom of the Mail Merge task pane to display Step 5 of the Mail Merge wizard, which shows a preview of the mailing labels in the document window

Addressing and Printing Mailing Labels Using an Existing Data Source

Generating Form Letters, Mailing Labels, and a Directory 47

• Display the Page Layout tab, change the Spacing Before and After boxes to 0 pt, and then click anywhere to remove the selection

• Click the Next: Complete the merge link at the bottom of the Mail Merge task pane to display Step 6 of the Mail Merge wizard

• In the Mail Merge task pane, click the Print link to display the Merge to Printer dialog box

• If necessary, click All so that all records in the data source will be included in the merge

Addressing and Printing Mailing Labels Using an Existing Data Source

Generating Form Letters, Mailing Labels, and a Directory 48

• Insert a sheet of blank mailing labels in the printer• Click the OK button to display the Print dialog box• Click the OK button to print the mailing labels• Click the Close button at the right edge of the Mail

Merge task pane

Addressing and Printing Mailing Labels Using an Existing Data Source

Generating Form Letters, Mailing Labels, and a Directory 49

Addressing and Printing Mailing Labels Using an Existing Data Source

Generating Form Letters, Mailing Labels, and a Directory 50

• Click the Page Orientation button (Page Layout tab | Page Setup group) to display the Page Orientation gallery

• Click the desired orientation

Changing Page Orientation

Generating Form Letters, Mailing Labels, and a Directory 51

• Click the Start Mail Merge button (Mailings tab | Start Mail Merge group) to display the Start Mail Merge menu

• Click Directory on the Start Mail Merge menu to select the main document type

• Click the Select Recipients button (Mailings tab | Start Mail Merge group) to display the Select Recipients menu

• Click Use Existing List on the Select Recipients menu to display the Select Data Source dialog box

• If necessary, navigate to the location of the data source

Merging to a Directory

Generating Form Letters, Mailing Labels, and a Directory 52

• Click the desired file name• Click the Open button to associate the selected data

source with the current main document• Click the Insert Merge Field button arrow (Mailings tab

| Write & Insert Fields group) to display the Insert Merge Field menu

• Click the desired field on the Insert Merge Field menu to insert the merge field in the document

• Repeat the previous step for the remaining merge fields• Press the ENTER key

Merging to a Directory

Generating Form Letters, Mailing Labels, and a Directory 53

Merging to a Directory

Generating Form Letters, Mailing Labels, and a Directory 54

• Press CTRL+A to select the entire document, because you want all document contents to be converted to a table

• Click the Table button (Insert tab | Tables group) to display the Table gallery

• Click Convert Text to Table in the Table gallery to display the Convert Text to Table dialog box

• Type the desired number of columns• If desired, click AutoFit to window• If necessary, click the desired way the merge fields are

separated• Click the OK button to convert the selected text to a table

Converting Text to a Table

Generating Form Letters, Mailing Labels, and a Directory 55

Converting Text to a Table

Generating Form Letters, Mailing Labels, and a Directory 56

• Click the Sort button (Table Tools Layout tab | Data group) to display the Sort dialog box

• Click the Sort by box arrow; scroll to and then click the desired field by which to sort

• If necessary, select the desired fields in the Then by boxes

• Specify whether the first row is a header row• Click the OK button

Sorting a Table by Multiple Columns

Generating Form Letters, Mailing Labels, and a Directory 57

Sorting a Table by Multiple Columns

Generating Form Letters, Mailing Labels, and a Directory 58

• Explain the merge process• Use the Mail Merge task pane and the Mailings

tab on the Ribbon• Use a letter template as the main document for a

mail merge• Create and edit a data source• Insert merge fields in a main document• Use an IF field in a main document

Chapter Summary

Generating Form Letters, Mailing Labels, and a Directory 59

• Merge and print form letters• Select records to merge• Sort data records• Address and print mailing labels and envelopes• Change page orientation• Merge all data records to a directory• Convert text to a table

Chapter Summary

Chapter 6 Complete

MicrosoftWord 2010