Microsoft Office 2016: The Complete Guide (2015)

UTILIZING MAIL MERGE

Making Data Sources

Go to the Mailings tab, inside the Start Mail Merge group, select the Start Mail Merge option, and then select Step-by-Step Mail Merge Wizard to gain access to the Mail Merge panel

As the Letters is chosen as the document form, beneath the Mail Merge panel, select next: Starting document.

Select a data source

Alongside use an Existing list, select Browse to make the Select Data Source dialog box accessible.

Go to the Chapter14 practice file folder, double-click the workbook to make the Select Table dialog box accessible.

Ensure that Customers is highlighted in the Select Table dialog box, select OK to make the Merge Recipients dialog box accessible.

Preparing Major Files.

Go beneath the Mail Merge panel, select Next write your letter.

Place the cursor within the blank left-aligned paragraph. Select Address block to make the Insert Address Block dialog box accessible.

Select OK to consent to default settings and put in the << Address Block>> merge field in the document.

Double-press the Enter key, select Greeting line in the Mail Merge panel to make the Insert Greeting line accessible.

Go to the Displaying formats for the recipient’s name and select any name.

Select the Next option three times to see the greeting line for every recipient in the linked data source. Select Ok to exit the Inserting Greeting Line to put in the <<Greeting Line>> Merge field in the document.

Putting Main Documents and Sources Together.

Go to the Mail Merge panel, select next till step 5 panel is seen on the screen.

Go to the Preview your letters region of the Mail Merge panel, select the Previous Record button three times to temporarily view all letters.

Go to the Merge area of the Mail merge panel. Select Edit Individual letters to make the Merge to New Document dialog box accessible.

Putting the Merge Field within the Main Document.

Place the cursor at the start of the greeting Email document. Select the Greeting Line option in the Write and Insert Fields group to make the Insert Greeting Line dialog box accessible.

Go to the first box in the Greeting line format area, drag to choose Dear then type in ‘Hello’ then a comma and a space. From the second list, select ‘Joshua’ and select the colon from the third list.

Select the Next button in the preview area to temporarily view the greetings as they will be seen in the email messages.

Select the First option to go back to the first record. Select OK to put in the <<Greeting Lines>> merge field above the former message.

Select the Preview Results button to temporarily view the first message. Select the Next Record two times to temporarily view the message for the receivers.

Select the Highlight Merge Fields option on the Write and Insert Fields group in order to denote the merge fields in the document with a grey highlight.

Select the All option, select Ok to make a new document entitled Letters.

Select the Save option on the Quick Access tool bar so as to save the document with a more specified identity.

Go to the Chapter14 practice file folder, type in My Merged Letters in the File name box select Save to save the document to that folder.

Sending Personalized Emails to Various Persons

Select the Select Recipient option in the Start Mail Merge group. Select Type a New List to make the New Address List dialog box accessible.

Place the cursor in the First Name field. Type in a first name, press the Tab key, type in the person’s in the Last name field then press Tab until you get to the Email Address field then type in the email.

Repeat steps ‘a’ and ‘b’ with other desired contacts.

Go to the Chaper14 practice file folder, type in My Email Data Source within the File name box, select Save to the Data Source.

Applying the Data Source and Main Document Straight to Email Messages

Select the Finish and Merge button to select Send Email Messages to make the Merge to Email dialog box accessible.

Go to the Message Options area to ensure that Email Address is highlighted on the list, type in your greeting in the Subject Line box, then ensure that HTML is highlighted in the Mail Format list.

Select Ok to send email messages or cancel to do otherwise.

Making and Printing Labels

Go to the Start Mail Merge, select the Start Mail Merge option then select Step-by-Step Mail Merge Wizard.

Go to the Mail Merge panel, select Labels then select next: Starting document.

Select the Change document layout in the step 2 panel. Select the Label options to open the Label Options dialog box.

Select the second 30 Per Page setting in the Product number box. Select OK.

Beneath the Mail Merge panel, select Browse then go Chapter14 practice file folder, double-click the Customer List workbook, go to the Select Table dialog box, select OK.

Within the Mail Merge recipients dialog box select OK to put in a <<New Record>> image field in all but the first cell.

Beneath the Mail Merge panel, select next: Arrange your labels.

Place the cursor in the first cell, select Address block, the Merge your Labels region of the Mail Merge panel.

Go to the Insert Address Block dialog box, select OK to consent to default setting to put in an <<Address Block>> merge field in the first cell.

Go to the Replicate Labels region, select Update All Labels to copy and paste the <<Address Block>> merge fields to other cells.

Below the Mail Merge panel, select next. Preview your labels to show the data source information which substitutes the merge fields.

Go beneath the Mail Merge panel, select next: Complete the Merge. Go to the Merge area of Mail Merge panel, select Print.