Chapter 6

Generating Form Letters, Mailing Labels, and a

Directory

MicrosoftWord 2013

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

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• Merge 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

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Project – Form Letters, Mailing Labels, and a Directory

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• Identify the main document for the form letters• Create a data source• Compose the main document for the form letters• Merge the data source with the main document• Address the mailing labels• Merge all data records to a directory

Roadmap

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• Tap or click the ‘Start Mail Merge’ button (MAILINGS tab | Start Mail Merge group) to display the Start Mail Merge menu

• Tap or 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

• Tap or click the ‘Next wizard step’ 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

• Tap or click ‘Start from a template’ in the Select starting document area and then tap or click the ‘Select mail merge template’ link to display the Select Template dialog box

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

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• Tap or click the desired template in the Select Template dialog box

• Tap or 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

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• Ready the printer. Open the Backstage view and then tap or click the Print tab. If necessary, select the desired printer, and then tap or click the Print button to print the document

Printing the Document

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• Tap or click the desired graphic• Tap or click the Layout Options button attached to

the graphic• Tap or click the See more link to display the

Position tab in the Layout dialog box• Enter the desired position information• Tap or click the OK button to change the position

of the selected graphic

Specifying the Position of a Graphic

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Specifying the Position of a Graphic

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• Tap or click the Save button on the Quick Access Toolbar• Type the desired file name in the File name box• Navigate to the desired location for the new folder• Tap or click the ‘Create a 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

• Tap or click the Open button to open the selected folder• Tap or click the Save button to save the current document in

the selected folder on the selected drive

Creating a Folder while Saving

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Creating a Folder while Saving

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• Tap or click the ‘Next wizard step’ link at the bottom of the Mail Merge task pane to display Step 3 of the Mail Merge wizard, which requests you select recipients

• Tap or click ‘Type a new list’ in the Select recipients area, which displays the Type a new list area

• Tap or click the ‘Create new recipient list’ link to display the New Address List dialog box

• Tap or click the Customize Columns button to display the Customize Address List dialog box

Creating a New Data Source

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• 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

• Tap or 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, pressing the TAB key after entering each field

Creating a New Data Source

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Creating a New Data Source

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Creating a New Data Source

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• When you tap or 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 box as the name for the data source

• Navigate to the desired save location for the data source• Tap or 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

• Tap or click the OK button to close the Mail Merge Recipients dialog box

Saving a Data Source when Prompted by Word

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Saving a Data Source when Prompted by Word

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

• Scroll through the calendar months until the desired month appears

• Tap or click the desired date in the calendar to select the date

• Tap or click outside the content control to deselect it

Entering the Date

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Entering the Date

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• Tap or click the ‘Insert formatted address’ link in the Mail Merge task pane to display the Insert Address Block dialog box

• Tap or click the desired recipient name format• If necessary, tap or click the ‘Insert company name’ check

box to select it• Use the Match Fields dialog box to match the fields in the

AddressBlock with the fields in the data source• Tap or click the OK button to close the dialog box• Tap or click the OK button to insert the AddressBlock merge

field at the location of the insertion point

Inserting the AddressBlock Merge Field

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Inserting the AddressBlock Merge Field

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• Tap or click the ‘View Merged Data’ 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

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• Position the insertion point where you want to insert the merge field

• Tap or click the ‘Insert formatted salutation’ link in the Mail Merge task pane to display the Insert Greeting Line dialog box

• Make the desired selection and enter the desired values in the Insert Greeting Line dialog box

• Tap or click the OK button to insert the GreetingLine merge field at the location of the insertion point

Inserting the GreetingLine Merge Field

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Inserting the GreetingLine Merge Field

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• Tap or click the ‘Insert Merge Field’ arrow (MAILINGS tab | Write & Insert Fields group) to display the Insert Merge Field menu

• Tap or click the desired field to insert on the Insert Merge Field menu to insert the selected merge field at the location of the insertion point

Inserting a Merge Field in the Main Document

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Inserting a Merge Field in the Main Document

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• Tap or click the Rules button (MAILINGS tab | Write & Insert Fields group) to display the Rules menu

• Tap or click ‘If...Then...Else’ on the Rules menu to display the Insert Word Field: IF dialog box

• Tap or click the Field name arrow to display the list of fields in the data source

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

Inserting an IF Field in the Main Document

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• 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• Tap or click the OK button to insert the IF field at

the location of the insertion point

Inserting an IF Field in the Main Document

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Inserting an IF Field in the Main Document

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• Press and hold the field results and then tap the ‘Show Context Menu’ button on the mini toolbar or right-click the field results to display a shortcut menu

• Tap or 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

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Displaying a Field Code

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• Tap or click the ‘Next wizard step’ 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

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• Tap or click the ‘Next wizard step’ 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

• Tap or click the ‘Merge to new document’ link in the Mail Merge task pane to display the Merge to New Document dialog box

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

• Tap or click the OK button to merge the letters to a new document

Merging the Form Letters to a New Document

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Merging the Form Letters to a New Document

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• Tap or 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• Tap or click the arrow to the right of the field name

to display sort and filter criteria for the selected field• Specify the desired text to filter by• Tap or click the OK button to close the Mail Merge

Recipients dialog box

Selecting Records to Merge

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Selecting Records to Merge

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• Tap or click the ‘Edit Recipient List’ button (MAILINGS tab | Start Mail Merge group) to display the Mail Merge Recipients dialog box

• Tap or click the Filter link to display the Filter and Sort dialog box

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

• Tap or click the Clear All button• Tap or click the OK button in each of the two open

dialog boxes to remove the merge condition

Removing a Merge Condition

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Removing a Merge Condition

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• Tap or click the ‘Edit Recipient List’ button (MAILINGS tab | Start Mail Merge group) to display the Mail Merge Recipients dialog box

• Tap or click the arrow to the right of the field to sort

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

• Tap or click the OK button to close the Mail Merge Recipients dialog box

Sorting the Data Records in a Data Source

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Sorting the Data Records in a Data Source

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• Tap or 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• Tap or click the Find Next button to display the

record containing the entered text• Tap or click the Cancel button to close the dialog

box

Finding and Displaying Data

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Finding and Displaying Data

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• Open the Backstage view. Tap or click the New tab in the Backstage view to display the New gallery. Tap or click the Blank document thumbnail to open a new blank document window

• Tap or click the Start Mail Merge button (MAILINGS tab | Start Mail Merge group) and then tap or 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

• Tap or 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

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• Tap or click the ‘Next wizard step’ 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, tap or click the ‘Select label size’ link to display the Label Options dialog box

• Select the label vendor and product number• Tap or click the OK button to display the selected

label layout as the main document

Addressing and Printing Mailing Labels Using an Existing Data Source

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• If gridlines are not displayed, tap or click the ‘View Table Gridlines’ button (TABLE TOOLS LAYOUT tab | Table group) to show gridlines

• Tap or click the ‘Next wizard step’ 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, tap or click ‘Use an existing list’ in the Select recipients area

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

Addressing and Printing Mailing Labels Using an Existing Data Source

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• Tap or click the file name for the desired data source• Tap or click the Open button to display the Mail Merge

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

the ‘Next wizard step’ link to display Step 4 of the Mail Merge wizard in the Mail Merge task pane

• In the Mail Merge task pane, tap or click the ‘Insert formatted address’ link to display the Insert Address Block dialog box

Addressing and Printing Mailing Labels Using an Existing Data Source

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

• Tap or 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

• Tap or click the ‘Next wizard step’ 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

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• Display the PAGE LAYOUT tab, change the Spacing Before and After boxes to 0 pt, and then tap or click anywhere to remove the selection

• Tap or click the ‘Next wizard step’ 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, tap or click the ‘Merge to printer’ link to display the Merge to Printer dialog box

• If necessary, tap or 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

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• Insert a sheet of blank mailing labels in the printer• Tap or click the OK button to display the Print

dialog box• Tap or click the OK button to print the mailing

labels• Tap or click the Close button at the right edge of

the Mail Merge task pane

Addressing and Printing Mailing Labels Using an Existing Data Source

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Addressing and Printing Mailing Labels Using an Existing Data Source

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• Tap or click the ‘Change Page Orientation’ button (PAGE LAYOUT tab | Page Setup group) to display the Change Page Orientation gallery

• Tap or click the desired orientation

Changing Page Orientation

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• Tap or click the ‘Start Mail Merge’ button (MAILINGS tab | Start Mail Merge group) to display the Start Mail Merge menu

• Tap or click Directory on the Start Mail Merge menu to select the main document type

• Tap or click the Select Recipients button (MAILINGS tab | Start Mail Merge group) to display the Select Recipients menu

• Tap or click ‘Use an 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

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• Tap or click the desired file name• Tap or click the Open button to associate the selected

data source with the current main document• Tap or click the ‘Insert Merge Field’ arrow (MAILINGS

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

• Tap or 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

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Merging to a Directory

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

• Tap or click the ‘Add a Table’ button (INSERT tab | Tables group) to display the Add a Table gallery

• Tap or 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, tap or click ‘AutoFit to window’• If necessary, tap or click the way the merge fields are separated• Tap or click the OK button to convert the selected text to a

table

Converting Text to a Table

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Converting Text to a Table

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• Tap or click the Sort button (TABLE TOOLS LAYOUT tab | Data group) to display the Sort dialog box

• Tap or click the Sort by arrow; scroll to and then tap or 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• Tap or click the OK button

Sorting a Table by Multiple Columns

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Sorting a Table by Multiple Columns

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• 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 61

• Merge 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 2013