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Lesson 3 Advanced - Word - Processing - Skills

This document provides instructions for using mail merge and label generation in Microsoft Word. It explains that mail merge allows you to combine a main document with a data source to create individualized documents. The main steps are: 1) Creating a main document with merge fields, 2) Creating a data source with the recipient information, and 3) Merging the documents to create individualized versions. Label generation follows a similar process to print labels using merge fields and a data source. The document then provides a detailed step-by-step guide to performing a basic mail merge operation in Word.

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Christine Jade Montera
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222 views

Lesson 3 Advanced - Word - Processing - Skills

This document provides instructions for using mail merge and label generation in Microsoft Word. It explains that mail merge allows you to combine a main document with a data source to create individualized documents. The main steps are: 1) Creating a main document with merge fields, 2) Creating a data source with the recipient information, and 3) Merging the documents to create individualized versions. Label generation follows a similar process to print labels using merge fields and a data source. The document then provides a detailed step-by-step guide to performing a basic mail merge operation in Word.

Uploaded by

Christine Jade Montera
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
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Download as PPTX, PDF, TXT or read online on Scribd
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Lesson 3

Advanced Word
Processing Skills

EMPOWERMENT TECHNOLOGIES

- F R A N C I S S . S TA M A R I A
• MAIL MERGE AND LABEL GENERATION
• INTEGRATING IMAGES AND EXTERNAL MATERIALS
Mail Merge and Label Generation
Mail Merge
In this particular part of our lesson, we will learn one of
the most powerful and commonly used features of Microsoft Word
called “Mail Merge”. As the name suggests, this feature allows you to
create documents and combine or merge them with another
document or data file. It is commonly used when sending out
advertising materials to various recipients.
Mail merging basically Let us assume this is the mailer that you would want
to send: Sample Form Document
requires two components: the
document that contains the
message and the document or
file that generally contains the
list of names and addresses, as in
our scenario. When these two
documents are combined
(merged) during mail merging,
feed your printer with enough
paper until all mailers are printed
out. Each document includes the
individual names and addresses
you need to send it to.
Two Components of Mail Merge
1. Form Document
It is generally the document that contains the main body of the message
we want to convey or send. The main body of the message is the part of the
form document that remains the same no matter whom you send it to from
among your list.
Also included in the form document is what we call place holders, also
referred to as data fields or merge fields. This marks the position on your form
document where individual data or information will be inserted. From our
sample document, the place holders are denoted or marked by the text with
double-headed arrows (<< >>) on each side and with a gray background.
2. List or Data File
This is where the individual information or data that needs to be plugged in
(merged) to the form document is placed and maintained. One of the best things
about the mail merge feature is that it allows data file to be created from within
the Microsoft Word application itself, or it gets data from a file created in Microsoft
Excel or data formats.
In this way, fields that needed to be filled up on the form document can
easily be maintained without accidentally altering the form or main document. You
can easily add, remove, modify, or extract your data more efficiently by using other
data management applications like Excel or Access and import them in Word
during the mail merge process.
Label Generation
It creates a blank form document that simulates either
a blank label or envelope of pre-defined size and will use
the data file that you selected to print the information,
typically individual addresses. So even in generating
labels, the two essential components of creating a merged
document are present: the form document and the data
file.
Skill Exploration
Mail Merge and Label Generation

Now that we have learned the components needed to accomplish a successful


mail merge, let us put theory into practice. Let us take a look at the steps to create a
simple mail merge document.
Following our scenario, take the following steps to create and merge
a simple covering letter to a list of names that you were tasked to send
the letters to. To prepare for this activity, let us build a list of at least TEN
names of people with their corresponding title, company name, and
address. Refer to the table on the next slide for the format of the list as
an example.
Title Name Company Address Line 1 Address Line 2 Address Line 3

Sir Arnold Reyes ABC Inc. 23 Sierra St. Alabang Muntinlupa City

Madam Maria Santos XZY Corp. 45 Oro Drive San Juan Metro Manila

… … … … … …

Steps in creating a simple mail merge:


1. Open Microsoft Word and start a new
blank document. You can use the
keyboard shortcut Ctrl+N after Microsoft
Word has been loaded or epened.

2. On the Mailings tab, from the Start


Mail Merge group, choose Start Mail
Merge  Letters.
Type the letter below. You will be typing in only the common parts of
the letter. The text does not change for each copy you print.
3. Save your letter and name it
“Sample Letter”.
4. Insert the fields you need in
the letter (Name, Company,
Address Line 1, Address Line 2,
Address Line 3, and Title). You
may want to make special
markings on these fields as you
are typing it. Most common
marking you can do is by typing
it in capital letters or ALL CAPS
so you can easily identify them
later.
5. Save the main document once more. You can use Ctrl+S to quickly do this step.
6. On the Mailings tab in the Start Mail Merge group, choose Select Recipients  Type
a New List.
7. Click the Customize Columns button on the dialog box for the New Address List.
8. Select a field that you do not need
then click the Delete button. A
confirmation dialog box appears.
9. Click Yes in the confirmation dialog
box. The dialog box closes, and the
unnecessary field disappears.
10. Repeat steps 8 and 9 for each field
you do not need. After removing the
excess fields, the next step is to add the
fields you need.
11. To add a field that you need in your
document, click the Add button.
12. Type the field name on the prompt
inside a small Add Field dialog box and
click the OK button.
13. Repeat steps 11 and 12 for each new field you need in your main document.
14. Click the OK button on the Customize Address List dialog box to confirm your
changes.
15. The New Address List dialog box will appear again ready for you to type in your
data.
16. Type the individual data from your list corresponding to Name, Company,
Address Line 1, Address Line 2, Address Line 3, and Title.
17. Press the Tab key each time to enter the next field.
18. To add a new record, press the Tab key after inputting the last field.
When you press the Tab key on the last field in a record, a new record is
automatically created and added on the next line.
19. Repeat steps 16 through 18 until you enter all the records you want.
Once you are done typing your data, click the OK button on the Add New
List dialog box to save your data. A special Save Address List dialog box pops up,
allowing you to save the recipient list.
20. Type a name for the address list. Name it “Client List”.
21. Click the Save button. You should be back on your main document soon after.
22. Select a field placeholder (ALL CAPS) in the main documents.
23. Click the Insert Merge Field command button.

24. Choose the proper field to insert into your text. For example, if you are
replacing the text name in your document with a name field, choose the Name
Field from the Insert Merge Field menu.
25. Continue adding fields until the document is complete. Repeat steps 22
through 24 as necessary to stick all fields into your document.
26. Save the main document.
27. Choose Finish & Merge to edit, print, or send your merged documents
through email.
28. Or you may want to choose Preview Results to check your work before you send it.

29. You should get


a merged
document close to
this one:
 If you decide to print the
document, the Merge to Printer
dialog box appears, from which
you can choose records to print.
Choose All to print your entire
document. Alternatively, you
can specify which records to
print. Click OK. The traditional
Print dialog box appears. Click
the OK button again to print
your documents.

30. Save and close your


document.

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