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1 Select the document type you want to create. In this step, you tell Word whether you
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want to create a letter, e-mail message, envelope, labels, or directory.
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Part 6: Advanced Word: XML, Forms, and VBA
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Microsoft Office Word 2003 Inside Out
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2 Choose the document you want to start with. Here you select or create the file you
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want to use as the merge document.
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3 Select the recipients. In this step, you choose your data list from an existing file, type
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data in the data source file, or select your Outlook Contacts list.
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4 Write your letter (or e-mail message) and add the necessary merge fields. 5 Preview the merge operation and make any last minute changes. 6 Merge the document and the data source and print or send the results.
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The next several sections explain more about each of these steps.
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Know Your Merge Terms
The following terms might be new to you if you are learning about mail merge for the first time: Main document be merged. Source file is taken. The letter, e-mail, envelope, or label into which the data will
Also known as the source list, the file from which the merge data
Merge fields Identifiers inserted in the text that indicate to Word the position and type of data you want inserted at that point in the document. Address block Includes name and address information. Greeting line Adds the opening salutation, along with the name(s) of the recipi ent(s) you select.
Starting the Mail Merge Wizard
To start the mail merge process, you can begin with the document you want to use open on your screen, or you can create or open a document while you are using the wizard. To start the Mail Merge Wizard, choose Tools, Letters And Mailings, Mail Merge. The Mail Merge Wizard opens in the task pane on the right side of your Word window (shown in Figure 30-1). Tip Choose commands quickly from the Mail Merge toolbar It s a good idea to display the Mail Merge toolbar so that you have the option of using merge tools instead of following the Mail Merge Wizard. To display the toolbar, choose Tools, Let ters And Mailings, Show Mail Merge Toolbar.
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Part 6: Advanced Word: XML, Forms, and VBA
Performing Mail Merges
Figure 30-1. The Mail Merge Wizard leads you though a series of options to complete the merge operation.
Selecting the Document Type
Your first choice in the mail merge process involves selecting the type of document you want to create. Will you be sending a direct mail letter, an e-mail message, or a fax Perhaps you want to start with envelopes and labels, or create a directory to store listings of data such as customer names and addresses, product info, and personnel contact data. Follow these steps to make your selection:
1 Choose Tools, Letters And Mailings, Mail Merge. The Mail Merge task pane appears
along the right side of the work area.
2 In the Select Document Type section, choose the document you want to create for the
merge operation.
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Part 6: Advanced Word: XML, Forms, and VBA
Microsoft Office Word 2003 Inside Out
If the Mail Merge toolbar is displayed in your work area, you can click Main Document Setup to display the Main Document Type dialog box. You can then click the document type you want to use and click OK.
3 Once you ve selected the type of document you want to create, click the Next link at
the bottom of the task pane. The next step involves choosing the main document or form letter you want to use as the base document for the merge operation. Note If you selected E-mail Messages as the document type for your merge, Word auto matically changes the display to Web Layout view.
Starting Out with the Main Document
The main document is the document that holds the text that doesn t change in other words, the boilerplate text that will appear on all the sales letters you send out or all your past due notices (or, for a happier example, all the birth announcements you send via e-mail). Word gives you a number of choices for the way in which you select your main document. You can do any of the following:
Use the current document Start from a template Start from an existing document
Using the Current Document
If you elect to use the current document as the main document for your merge operation, you can simply type the text for the document as you want it to appear. You can omit the address information and the greeting at this point, because Word provides the means to do that automatically when you add the merge fields to your document. Figure 30-2 shows an example of a form letter used in a merge print. One consideration, however: If you re creating an e-mail message you want to broadcast in a merge operation, remember that many graphic images or special text formats can create larger files and possibly require more time for downloading. For the convenience of your readers, consider going light on the graphical enhancements if you re creating an e-mail message.
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