Computer Training

Microsoft Word 2003 - Mail Merge

Creating an Excel Data Source

1. Open Excel and then enter the fields Salutation, First Name, Last Name, Address, City, State, and Zip Code as column headings. Populate the spreadsheet with five fictitious names and then save the example file as My Data Source.
   
   
2. Open Word and start the Mail Merge Wizard using the earlier instructions.
   
   
3. Repeat Steps 1 & 2 from the earlier instructions In Step 3 opt to use an existing list and then click on the Browse button. When the Select Data Source dialog  box opens click on the down arrow and change the Files of type to All Files. Select the Excel file you created earlier from the list or navigate to the folder where the files were saved.
   
   
4. Click on Open and another dialog box opens asking whether to use the Entire Spreadsheet or a Named Range within the spreadsheet. Choose to use the entire spreadsheet.
   
   Note: A named range contains a selected group of cells with an assigned name.
   
   
5. Complete the Form Letter using the steps outlined earlier.
   

Creating a Mail Merge in Access

1. Start Access and then open the database that is storing the desired information. Select the Table or Query that you will use for your data source.
   
   
2. Click on the menu Tools | Office Links | Merge-It with MS Word to open the Microsoft Mail Merge Wizard.
   
   
3. Select the option Create a New Document and Link the Data to It, from the dialog box. Choosing this option creates a New Merged Document using the fields from the selected Table or Query.
   
   
4. Click on OK and Microsoft Word will launch the New Mail Merge Document. Verify you data source from the Insert Merge Field list. Follow the same steps using in creating normal mail merge.
   

Creating a Directory

1. In this example create and save an Excel file named Directory as your data source. Type the fields Name and Phone Number for column headings. Add four or five fictitious names and phone numbers for the data. Type the first and last name as one name.
   
   
2. Start the Mail Merge Wizard in Word.
   
   
3. In Step 1 choose Directory as the document type and then click on Next.
   
   
4. In Step 2 elect to use the current document and then click on Next.
   
   
5. In Step 3 under the label Select Recipients elect to use an existing list and then click on the Browse button. When the Select Data Source dialog box opens choose the Excel data file Directory.
   
   
6. In the next dialog box choose Sheet 1 as the data source then click on the OK buttons.
   
   
7. In Step 4 click on Arrange Your Directory, then type the label Name: followed by pressing the spacebar once. Insert the field called Name: and then close the Insert Merger Field dialog box. Press the Enter key once.
   
   
8. Type the label Phone Number: and then press the spacebar. Open the Insert Merge Field dialog box and insert the field Phone Number. Close the dialog box and then press the Enter key twice.
   
   
9. Click on the button Preview your document to view the document.
   
   Note: At this point you are only viewing one record in the document window, this changes when you complete the merge. Click on the button Next: Complete the merge.
   
   
10. Click on the To New Document link in the Merge section. Click on the menu All and then the button OK to complete the Merge.