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Signature Word 2007 : Lecture Hall : Chapter Outlines and Summaries : Chapter 16

Chapter 16

  • Use the Mail Merge feature to create letters, envelopes, labels, directories, e-mail messages, and faxes for multiple recipients, all with personalized information.
  • A merge generally takes two documents — the data source file, which contains information that varies for each recipient, and the main document, which contains standard text (text intended for all recipients) along with fields identifying where the variable information will be inserted during the merge process.
  • Variable information in a data source file is saved as a record. A record contains all of the information for one unit. A series of fields makes one record, and a series of records makes a data source file.
  • A data source file is saved as an Access database, but you do not need Access on your computer to complete a merge with a data source file.
  • You can use predesigned fields when creating a data source file, or you can create your own custom fields at the Customize Address List dialog box.
  • Use the Address Block button in the Write & Insert Fields group in the Mailings tab to insert all of the fields required for the inside address of a letter. This inserts the «AddressBlock» field, which is considered a composite field because it groups a number of fields together.
  • Click the Greeting Line button in the Write & Insert Fields group in the Mailings tab to insert the «GreetingLine» composite field in the document.
  • Click the Insert Merge Field button arrow in the Write & Insert Fields group in the Mailings tab to display a drop-down list of fields contained in the data source file.
  • Click the Preview Results button in the Mailings tab to view the main document merged with the first record in the data source. Use the navigation buttons in the Preview Results group in the Mailings tab to display the main document merged with other records.
  • Click the Finish & Merge button in the Mailings tab to complete the merge.
  • Select specific records for merging by inserting or removing check marks preceding the desired records at the Mail Merge Recipients dialog box. Display this dialog box by clicking the Edit Recipient List button in the Mailings tab.
  • Edit specific records in a data source file at the Edit Data Source dialog box. Display this dialog box by clicking the Edit Recipient List button in the Mailings tab, clicking the desired data source file name in the Data Source list box, and then clicking the Edit button.
  • Use the Fill-in field in a main document to insert variable information with the keyboard during a merge.
  • Word includes a Mail Merge wizard you can use to guide you through the process of creating letters, envelopes, labels, directories, and e-mail messages with personalized information.


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