Microsoft Word 2016...Dear Michael Jackson I hope everything is well at New Yok. I would like to...
Transcript of Microsoft Word 2016...Dear Michael Jackson I hope everything is well at New Yok. I would like to...
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by Prapaporn Techa-angkoon
adapted into English by Dr. Prakarn Unachak
204100 IT AND MODERN LIFE
Microsoft Word 2016
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1. Microsoft Word 2016 Basics
2. Formatting: Font and Paragraph
3. Formatting: Layout and Page
4. Table
5. Picture
6. Inserting and Managing Other Objects
7. Printing
8. Creating a Report
9. Correction and Review
10. Mail Merge
204100 IT AND MODERN LIFE
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10. Mail Merge
Mailings Tab
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10. Mail Merge10.1 What Mail Merge Is
10.2 Mail Merge for a Letter or Other Document
10.3 Mail Merge for an Envelop
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10.1 Mail Merge Sometime you will need to write multiple mails that are
similar, but with small differences. For examples, writing mails addressing to multiple recipients.
Mail Merge is a tool that allow you to combine a document with a data source. For example, combine a mail with list of recipients.
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10.1 Mail Merge (cont.)
What you need for Mail Merge
A Main Document is the document we will use as the source, such as a form letter, an envelope, or other forms
A Data Source such as list of names and addresses of recipients. It can be stored in workbook table or database table.
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Dear «recp_name»
I hope everything is well at «recp_town». I would like to invite you to our wedding. The wedding will take place at Chiang Mai Hill hotel. The wedding date is Thursday, October 27th, 2016.
Regards,
Paul & Paula Stewart.
Dear James Brown
I hope everything is well at Chicago. I would like to invite you to our wedding. The wedding will take place at Chiang Mai Hill hotel. The wedding date is Thursday, October 27th, 2016.
Regards,Paul & Paula Stewart.
Dear Michael Jackson
I hope everything is well at New Yok. I would like to invite you to our wedding. The wedding will take place at Chiang Mai Hill hotel. The wedding date is Thursday, October 27th, 2016.
Regards,Paul & Paula Stewart.
Dear Sandra Bullock
I hope everything is well at Los Angeles. I would like to invite you to our wedding. The wedding will take place at Chiang Mai Hill hotel. The wedding date is Thursday, October 27th, 2016.
Regards,Paul & Paula Stewart.
Main DocumentRecipient Data
10.1 Mail Merge (cont.)
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10.2 Performing Mail MergeTo perform mail merge, you need to do the following 2
tasks:
1. Create the main document and configure mail merge settings
2. Create recipient’s data in workbook table, or in MS Excel
These 2 tasks can be done together. However, it’s usually better to prepare recipient data first
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10.2 Performing Mail Merge (cont.)10.2.1 Performing Mail Merge with Mail Merge Wizard
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2. Click Mailings tab
1. Type up the document
3. Click Start Mail Merge
4. Click Step-by-Step Mail Merge Wizard
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10.2 Performing Mail Merge (cont.)
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6. Click Next: Starting document
5. Select document type. We’ll pick Letters, which cover other full-page document as well.
Step 1: Select Document Type
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10.2 Performing Mail Merge (cont.)
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8. Click Next: Select recipients
7. Click Use the current document to use the currently opened document
Step 2: Select Starting Document
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10.2 Performing Mail Merge (cont.)10.2.2 Creating Recipient List from Workbook Table
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1. Click Type a new list to start creating a new list
2. Click Create…
Step 3: Create Recipients List
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10.2 Performing Mail Merge (cont.)
10.2.2 Creating Recipient List from Workbook Table (cont.)
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3. Enter recipient’s information into appropriate entry.
4.Click New Entry for next recipient
5. Once you have entered all recipients’ info, click OK
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10.2 Performing Mail Merge (cont.)10.2.2 Creating Recipient List from Workbook Table (cont.): Saving The Data
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6. Enter the file name you want to save the data in File Name:
7. Click Save
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10.2 Performing Mail Merge (cont.)10.2.2 Creating Recipient List from Workbook Table (cont.)
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8. Check the recipients you want to include in the mail merge
9. Click OK
10. Click Next: Write your letter
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10.2 Performing Mail Merge (cont.)10.2.2 Creating Recipient List from Workbook Table (cont.)
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11. Click where you want to put a data entry in the document
12. Click More items…Step 4: Mark How Data Will Be Merged into the Document
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10.2 Performing Mail Merge (cont.)10.2.2 Creating Recipient List from Workbook Table (cont.)
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13. Select the data item you want to insert
14. Click Insert
15. Click
to close dialog
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10.2 Performing Mail Merge (cont.)10.2.2 Creating Recipient List from Workbook Table (cont.)
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16. Tags for each insert data item will appear
17. Click Next: Preview your letters
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10.2 Performing Mail Merge (cont.)10.2.2 Creating Recipient List from Workbook Table (cont.)
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18. You can preview each letter here. If they are all correct, click Next: Complete the merge to go to step 6
Step 5: Preview the Merged Document
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10.2 Performing Mail Merge (cont.)10.2.2 Creating Recipient List from Workbook Table (cont.)
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19. Edit individual letters… will merge all merged copies into one file, where you can edit each copy without affecting the others
Step 6: Complete the Merge
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10.2 Performing Mail Merge (cont.)10.2.2 Creating Recipient List from Workbook Table (cont.)
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20. Select which copies to merge. All will merge all available copies
21. Click OK
After that, the merged copies can be saved, where it can be used later.
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10.2 Performing Mail Merge (cont.)10.2.3 Merging with Existing Recipients List
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1. Create a document
3. Click Start Mail Merge 2. Click Maillings tab
4. Click Step-by-Step Mail Merge Wizard
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10.2 Performing Mail Merge (cont.)
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6. Click Next: Starting document
5. Select document type. We’ll pick Letters, which cover other full-page document as well.
Step 1: Select Document Type
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10.2 Performing Mail Merge (cont.)
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7. Click Use the current document to use the currently opened document
8. Click Next: Select recipients
Step 2: Select Starting Document
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10.2 Performing Mail Merge (cont.)
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9. Click Browse…
Step 3: Select Recipients List
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10.2 Performing Mail Merge (cont.)
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10. Select the data file, for example: Student_List_Example.xlsx
11. Click Open
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10.2 Performing Mail Merge (cont.)
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12. Select the table (only one here), the Click OK
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10.2 Performing Mail Merge (cont.)
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13. Confirm that you get the correct recipients list
14. Click OK
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10.2 Performing Mail Merge (cont.)
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16. Click Insert Merge Field to select data item
15. Click where you wish to insert the data item
Inserting items without the wizard
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10.2 Performing Mail Merge (cont.)
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18. Click Finish & Merge then select Edit Individual Documents…
17. Click Insert Merge Field until you have inserted every data item you want
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10.2 Performing Mail Merge (cont.)
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19. Select which copies to merge
20. Click OK The resulting merge
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10.3 Mail Merge for Envelop
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1. Click Mailings tab
2. Click Start Mail Merge
3. Click Step-by-Step Mail Merge Wizard
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10.3 Mail Merge for Envelop (cont.)
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4. Under Select document type, choose Envelopes
5. Click Next: Starting document
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10.3 Mail Merge for Envelop (cont.)
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6. คลิก Next: Select recipients
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10.3 Mail Merge for Envelop (cont.)
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7. เลือกขนาดซองจดหมาย
8. คลิก OK
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10.3 Mail Merge for Envelop (cont.)
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9. Select recipients list. For his example, click Use an existing list
10. Click Browse…
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10.3 Mail Merge for Envelop (cont.)
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11. Select the data file
12. Click Open
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10.3 Mail Merge for Envelop (cont.)
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13. Select table, then click OK
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10.3 Mail Merge for Envelop (cont.)
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14. Check the recipients you want to use
14. Click OK
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10.3 Mail Merge for Envelop (cont.)
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15. Move the cursor to where you want to insert a data item
16. Click Next: Arrange your envelop
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10.3 Mail Merge for Envelop (cont.)
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17. Click Address block… to insert the address block
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10.3 Mail Merge for Envelop (cont.)
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18. Select the format for address block
⟪AddressBlock⟫ tag will appear
This is a combination of multiple data items
19. Click OK
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10.3 Mail Merge for Envelop (cont.)
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20. Click Next: Preview yours envelopes
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10.3 Mail Merge for Envelop (cont.)
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21. Click Next: Complete the merge
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10.3 Mail Merge for Envelop (cont.)
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Step 6: Complete the merge
22. Click Edit individual envelopes… to merge copies into one file
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10.3 Mail Merge for Envelop (cont.)
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23. Select which copies to merge
24. Click OK
You then can save the file for later use