Lunch 'n Learn - Word: Mail Merge
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Transcript of Lunch 'n Learn - Word: Mail Merge
Windows
Handy shortcuts and file handling
Word
Mail Merge
Startup
• This is not just a presentation, it is a workshop• Please find the exercises in the ‘LnL – Word Mail Merge’
folder. It is located on your desktop.
• Try the exercises in the document during this session -> limited time, questions in the Q&A.
Mail merge? (1)
• Merge your data into a document and either save, mail it to the recipients or print it.
• 2 objects• Your data source, e.g.
• Excel file;
• Access database;
• Word document;
• Text file;
• Query on a database.
• Your document where your data is merged into• Custom / personalized letters;
• Labels;
• Envelopes.
Mail merge? (2)
• The good…
• You can insert any field of your data source in your form.• e.g. first name, last name, address, title, …
• You can use multiple fields of the data source in yourform.
• You dou not have to type everythingmanually = save a huge amount of time
• Imagine you would have to send a semi-personal letter to more than 1000 employees without a mail merge...
Mail merge? (3)
• The bad…
• You can not select data across multiple datasets/sources or tables.
• (Related) data from multiple tables is only possible if you select a query as your data source.
Step 1: document set-up
• Create a new document.
• This contains all the standard data which is the same for each version of the merged document
Step 2: connect the data source
• Mailings > Start Mail Merge > Select Recipients
• Or use the wizard:
• (Ex. 1.1)
Step 3: refine your
data (1)
• Mailings > Start Mail Merge > Edit Recipient List
• (Ex. 1.2)
Step 3: refine your data (2)
• Select which data will be merged
• Filter your data by using criteria
• Sort your data: A-Z
• Find• Find a specific recipient
• (Ex. 1.2)
Step 4: add merged fields
• Mailings > Write and Insert Fields
• Example: an address block
• (Ex. 1.3)
Step 5: preview and complete
• Preview each copy of the document
• Mailings > Preview Results
• (Ex. 2.2)
Step 5: preview and complete
• Complete the merge• Mailings > Finish & Merge
• Edit Individual Documents• New document with all the pages
merged after each other
• Print Documents• Print every merged document or a
range
• (Ex. 2.3)
• Send Email Messages• (Ex. 2.4)
Labels
• Mailings > Create > Labels
• (Ex. 3): last page of your handouts
Q&A
Future questions?
• ICT intranet Training
ICT Service Lunch ‘n Learn
• Helpdesk
http://ict.coleurope.eu
Tel 050 47 70 00