Mail Merge

How to use mail merge to create form letters in word

While I already knew most of what we covered regarding word, I did learn a few new things, for example Mail Merge. I had always wondered how long it must take people to type in every individual person’s name so the greeting of the letter was correct for each person. Now, I know that using Mail Merge this process can be quick and easy. I can now use this if I have to make cards for any type of program.  I thought it was very cool to learn that you can copy a photo into Word and use artistic effects to make the photo look like a pencil sketch, chalk drawing, or any other cool effects.

Start a mail merge

On the Mailings tab, click Start Mail Merge, and then click Step by Step Mail Merge Wizard.

Select document type

1.       In the Mail Merge task pane, click Letters. This will allow you to send letters to a group of people and personalize the results of the letter that each person receives.

2.       Click Next: Starting document.

Select the starting document

1.       Click one of the following options:

·         Use the current document: Use the currently open document as your main document.

·         Start from a template: select one of the ready-to-use mail merge templates.

·         Start from existing document: open an existing document to use as your mail merge main document.

2.       In the Mail Merge task pane, click Next: Select recipients.

Select recipients

When you open or create a data source by using the Mail Merge Wizard, you are telling Word to use a specific set of variable information for your merge. Use one of the following methods to attach the main document to the data source.

Method 1: Use an existing data source

1.       In the Mail Merge task pane, click Use an existing list.

2.       In the Use an existing list section, click browse.

3.       In the Select Data Source dialog box, select the file that contains the variable information that you want to use and then click Open. (You can sort and edit your data when the Mail Merge Recipients displays.)

4.       Click OK to return to the main document.

5.       Save the main document.

6.       Type the name that you want to give to your main document, and then click Save.

Method 2: Use names from a Microsoft Outlook Contacts List

1.       In the Mail Merge task pane, click Next: Select recipients.

2.       Click Select from Outlook contacts.

3.       In the Select from Outlook contacts section, click Choose Contacts Folder.

4.       In the Select Contacts List Folder dialog box, select the Outlook contacts folder that you want, and then click OK.

5.       Click OK to return to the main document.

Write your letter

1.       Type or add any text and graphics that you want to include in your letter.

2.       Add the field codes where you want the variable information to appear. In the Mail Merge task pane, you have four options:

·         Address block: Use this option to insert a formatted address.

·         Greeting line: use this option to insert a formatted salutation.

·         Electronic postage: use this option to insert electronic postage.

In the Insert Merge Field dialog box, click the merge field that you want to use, and then click Insert.

3.       When you finish editing the main document, click Save or save As on the File menu.

Preview your letters

This step allows you to preview your merged data, one letter at a time. You can also make changes to your recipient list or personalize individual letter.

To proceed to the next step, click Next: Complete the merge.

Complete the merge

This step merges the variable information with the form letter. You can output the merge result by using either of the slowing options:

·         Print: select this option to send the merged document directly to the printer. You will not be able to view the document on your screen.

·         Edit individual letters: select this option to display the merged document on your screen.

To print the file, on the File menu, click print.

Thank you :) :)

Basic concepts on MS Word

The unit on Microsoft Word was quick and easy. Microsoft Word is a word-processing tool, designed to help you create professional quality documents. Microsoft Word is one of the most commonly used word processing tools by teachers. Word is used for many purposes including creating worksheets and notes, letters, memos, student reports or to write school magazines or to make dairies. It is also possible to draw tables or insert pictures into the existing document. With the finest formatting tools, word helps you organize and write your document more efficiently.

Basic concepts on MS Word

The basics such as how to open an existing document, create a new document, change font size and color and save a document.

Open a document

1.       Click the file tab, and then click open.

2.       In the left pane of the open dialog box, click the drive or folder that contains the document.

3.       In the right pane of the open dialog box, open the folder that contains the document that you want to edit.

4.       Click the document and then click open.

Create a new document

1.       Click the file tab and then click New.

2.       Under Available Templates, click Blank Document.

3.       Click Create.

Save a document

1.       Click the File tab.

2.       Click Save As.

3.       In the File name box, enter a name for your document.

4.       Click Save.

Read document

1.       Open the document that you want to read.

2.       On the View tab, in the Document Views group, click Full Screen Reading.

3.       To move from page to page in a document, do one of the following:

·         Click arrows in the lower corners of the pages.

·         Press Page down and Page Up or Spacebar and Backspace on the keyboard.

·         Click the navigation arrows at the top center of the screen.

Print your document

1.       Click the File tab and then click Print.

2.       Do the following:

·         Under Print, in the Copies box, enter the number of copies that you want to print.

·         Under Settings, the default print settings for your printer are selected for you. If you want to change a setting, click the setting you want to change and then select the setting that you want

3.       When you are satisfied with the settings, Click Print.

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