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Get Personal with Get Personal with Your Customers and Your Customers and
Microsoft WordMicrosoft Word
Mail MergeMail MergePresented by: Mitzi Katz
Gibson Computer Associates(303) 549-4972mitzikatz.com
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Applications for MergingApplications for Merging
Personalize lettersPersonalize letters
Create a wide variety of labelsCreate a wide variety of labels MailingsMailings File folder labelsFile folder labels CD labelsCD labels Name badgesName badges Table tentsTable tents
Directories and catalogs are at your fingertipsDirectories and catalogs are at your fingertips
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Merging ComponentsMerging Components
New merged document
Data Source Document:
Excel Worksheet
Word Table
Outlook Contacts
Word Document:
Letters
Labels
Directory
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Basic “Gotchas”Basic “Gotchas”
Begin with the Word document open that will be Begin with the Word document open that will be used as the merge formused as the merge form
Begin with the data source document saved and Begin with the data source document saved and closed.closed. Data in good working orderData in good working order
• Accurate and completeAccurate and complete Consistent data Consistent data No gaps - NicknamesNo gaps - Nicknames
• FilteredFiltered• SortedSorted
““Edit” individual records before printingEdit” individual records before printing
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Meet the Wizard Meet the Wizard
2003 Path2003 Path Tools Tools
Letters and MailingsLetters and Mailings• Mail MergeMail Merge
2007 Path2007 Path MailingsMailings
Start Mail MergeStart Mail Merge• Step by Step Mail Step by Step Mail
Merge WizardMerge Wizard
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Next StepsNext Steps
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Dialog Choices - 2003Dialog Choices - 2003
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Dialog Choices - 2007Dialog Choices - 2007
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Next StepsNext Steps
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Next StepsNext Steps
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Next StepsNext Steps
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Final Merged DocumentFinal Merged Document
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Review the StepsReview the Steps
1.1. Starting documentStarting document
2.2. Select recipientsSelect recipients
3.3. Write the letterWrite the letter
4.4. Preview the letterPreview the letter
5.5. Complete the mergeComplete the merge
6.6. Edit and print individual lettersEdit and print individual letters
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Save Early – Save Often!Save Early – Save Often!
Save and review the final merge document Save and review the final merge document before printing / distributing.before printing / distributing.
Save the setup document to use for a Save the setup document to use for a future merge.future merge.
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Follow the same Follow the same steps to complete the steps to complete the merge, except…merge, except…
Same WizardSame WizardDifferent Different Application Application
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Spacing IssuesSpacing Issues
Add two returns (press Enter) after the first Add two returns (press Enter) after the first record to leave space between records.record to leave space between records.
Preview will not show multiple records.Preview will not show multiple records. Will the final document have multiple Will the final document have multiple
columns?columns? Will the lines of a record be allowed to split Will the lines of a record be allowed to split
across the columns?across the columns?
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Directory Field Set UpDirectory Field Set Up
Lines allowed to split across records
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Final Merged DocumentFinal Merged Document
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Alternative Directory Field Set UpAlternative Directory Field Set Up
Lines not allowed to split across records
Format > Paragraph > Line and Page Breaks > Keep with next
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Alternative Final Merged DocumentAlternative Final Merged Document
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Format the Final DocumentFormat the Final Document
2003 Path2003 Path Add a banner heading and format for Add a banner heading and format for
center, bold, large, etc.center, bold, large, etc. Insert > Break > ContinuousInsert > Break > Continuous Format > Columns > TwoFormat > Columns > Two Remove empty paragraphsRemove empty paragraphs Use increased space below as neededUse increased space below as needed Add Headers and Footers as desiredAdd Headers and Footers as desired
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Format the Final DocumentFormat the Final Document
2007 Path2007 Path Add a banner heading and format for Add a banner heading and format for
center, bold, large, etc.center, bold, large, etc. Page Layout > Breaks > ContinuousPage Layout > Breaks > Continuous Page Layout > Columns button > TwoPage Layout > Columns button > Two Remove empty paragraphsRemove empty paragraphs Use increased space below as neededUse increased space below as needed Add Headers and Footers as desiredAdd Headers and Footers as desired
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Insert GraphicsInsert Graphics
Insert graphics on the Insert graphics on the set up document or set up document or the final documentthe final document
Check graphic Check graphic settings for layoutsettings for layout
Size graphicsSize graphics
Insert > Picture > Insert > Picture > From FileFrom File
Browse for fileBrowse for file Double-click to insert Double-click to insert
filefile
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Insert GraphicsInsert Graphics
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Graphics on LabelsGraphics on Labels
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Final Merged Label Document Final Merged Label Document with Graphicswith Graphics
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Data Sources -OutlookData Sources -Outlook
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Data Sources - ExcelData Sources - Excel
Heading formatHeading format Splitting namesSplitting names Successful sortingSuccessful sorting
Avoid mismatched data!Avoid mismatched data! Zip formatZip format
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Data Sources - Create a Word ListData Sources - Create a Word List
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Show Mail Merge Toolbar – 2003 Show Mail Merge Toolbar – 2003
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Mailings Ribbon – 2007 Mailings Ribbon – 2007
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Insert Word Fields – 2003 Insert Word Fields – 2003
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Insert Word Fields (Rules) – 2007Insert Word Fields (Rules) – 2007
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