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the document to multiple recipients), and add anything you want to the body of the message
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Begin a Mail Merge
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You can compose the static text in a document first and then insert the merge fields, or you can compose the static text and insert the merge fields as you go You cannot insert merge fields into a main document until you have created the data source and associated it with your main document
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4 When you re ready, click Send
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You cannot use the Mail Merge feature unless a document is open, although this can be a blank document
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To create a merge document:
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1 In Word, open the document you want to use as your primary document, or open a
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new document
2 Click the Mailings tab, click Start Mail Merge in the Start Mail Merge group, and click
Step By Step Mail Merge Wizard The Mail Merge task pane is displayed, as shown in Figure 14-5
NOTE
Word also allows you to take a list other than a mailing list a parts list, for example and merge it with a document to create a catalog or directory
3 In the Select Document Type area, select one of the following options:
Letters are form letters designed to be sent to multiple people E-mail Messages are form letters designed to be sent to multiple people via e-mail Envelopes are envelopes addressed to multiple people Labels are labels addressed to multiple people Directory is a collection of information regarding multiple items, such as a mailing
list or phone directory
14 4
4 Click Next: Starting Document at the bottom of the task pane 5 In the Select Starting Document area, select one of the following options:
Use The Current Document uses the currently opened
document as the main document for the mail merge
Start From A Template uses a template you designate as
the main document for the mail merge
Start From Existing Document uses an existing
document you designate as the main document for the mail merge
6 See the following section, Set Up a Name and Address List,
to create a data source
Set Up a Name and Address List
A name and address list is a data source A data source has two parts: fields and records A field is a category of information For example, in a mailing list, First Name, Last Name, and Street Address are examples of fields A record is a set of fields for an individual For example, in a mailing list, the record for John Doe would include all the relevant fields for this individual his first and last name, street address, city, state, and ZIP code
Figure 14-5: The Mail Merge task pane is where you begin the merge process
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To set up a name and address list:
1 Follow steps 1 6 in the previous section, Begin a Mail Merge 2 Click Next: Select Recipients at the bottom of the task
pane In the Select Recipients area, click Type A New List (If your Contacts are already set up, you can also choose Select From Outlook Contacts, in which case you ll be given an opportunity to choose the Contact folder you want to use and then to edit the recipient list)
3 Click Create in the middle of the pane in the Type A New List area The New Address
14 4
List dialog box appears, as shown in Figure 14-6
4 Enter the information for the first record in the fields you want to use You may want
Figure 14-6: Use the New Address List dialog box to create your mailing list
to delete some of the columns or reorder them to facilitate entering data Click Customize Columns to do that Press TAB to move to the next field, or press SHIFT + TAB to move back to the previous field
5 6 7 8
When you have completed all the fields you want for the first record, click New Entry and provide information for the second record Repeat steps 4 and 5 until you have added all the records you want to your list When you are done, click OK A Save Address List dialog box appears Type a file name for the list, select the folder on your computer where you want to save it, and click Save The Mail Merge Recipients dialog box appears, as shown in Figure 14-7 Clear the check boxes next to the recipients you do not want to include in the list To make further changes to the name list, select the file name in the Data Source list box, and click Edit Click OK when finished See the following section, Create a Merge Document
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