Word Processing Mail Merge
Microsoft Word

The following (except for the introduction) is designed to be used as a tutorial. You can work through this tutorial using multi-tasking (i.e. switching back and forth between your web browser and Microsoft Word), or you can print this web page and just work in your document.

This tutorial will lead you through the processes involved with the word processing feature called "Mail Merge" (used to create form letters and address labels) and prepare you for lab #5. You should try to DO each of the processes described here (more than once) and also do a little experimenting on your own. There is nothing to turn in.

Contact your instructor if you have any questions (e-mail: CS120@bmcc.cc.or.us, phone: 541-278-5808).

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Introduction

"Mail Merge" is a very powerful feature in word processors that provide the means to create form letters and to print address labels or envelopes from a mailing list.

A "form letter" does not have to be a letter. It is any document with variable information in it. There are many situations where multiple copies of a document are needed, but each copy is not identical. The basic content is the same, but some of the data or information included in the document may be different for each copy.

Therefore, a mail merge will require two files: a document and a database. The document (also called primary file) will contain "tokens" that refer to fields in the database (also called the secondary file or data source). When the files are merged, one copy of the document will be generated for each record in the database.

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Starting a Mail Merge for a Form Letter

The following instructions can be used to create a form letter. Creating address labels is a similar process (see instructions below).

1. Create a new document (choose "New" from the "File" menu).
   
   
2. Choose "Mail Merge..." from the "Tools" menu.
   
   
3. Choose "Form Letters..." from the "Create" pop-up menu (this is a menu in the dialog box that looks like a button with a black triangle).
   
   
4. Click on the "Active Window" button.

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Creating the Database

The next step is to specify, design, and enter data into the database.

1. Choose "Create Data Source..." from the "Get Data" pop-up menu (in the dialog box).
   
   
2. The next dialog box is used to specify the field names (i.e. categories of data) for the database. It begins with a set of default fields.
   
   
3. Delete unwanted fields: To delete extra fields, click on the name of the field in the list box and then click on the "Remove Field Name" button. Delete the following fields from the list: Title, JobTitle, Company, Address2, Country, HomePhone, and WorkPhone.
   
   
4. Adding new fields: To add new fields, type a name for a field in the text box (no spaces allowed) and then click on the "Add Field Name >>" button. Add a new field using the name: ItemPurchased
   
   
5. After the field names have been specified, click on the "OK" button. You will be asked for a filename and location for the database. For this example, use the name: CustList.doc
   
   
6. Since there is no data in your database, a dialog box will ask you if you want to create some data. Click on the button "Edit Data Source."
   
   
7. Use the next dialog box to create three records by entering data into the fields. Press the ENTER/RETURN key after each item. When you press the ENTER/RETURN key after the last field, a new blank record will appear.
   
   Note: Do NOT press ENTER/RETURN after the last field of the last record. This will create an extra blank record.
   
   Create at least three records.
   
   
8. Editing the Data: The buttons at the bottom left corner of the dialog box can be used to view the records in the database. To change some data, find the record and edit the necessary fields just like editing in the word processor. To delete an unwanted record, find the record and then click on the "Delete" button. To add more records, click on the "Add New" button (the new records will be added to the end of the list).
   
   
9. When you are finished entering and editing the data, click on the "OK" button. The program will take you to your document. You will notice a new toolbar on the screen (the first button should say "Insert Merge Field."
   
   To return to the database for further editing, click on the last button on the mail merge toolbar.

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Creating the Form Letter

You are now ready to create the form letter. It can be created, edited, and formatted just like any other document. The only difference is when you need to insert data from the database.

To include database information in the letter...

1. Position the cursor at the point in the letter where an item of data is to be inserted.
   
   
2. The "Insert Merge Field" button on the "Mail Merge" toolbar is actually a pop-up menu.
   
   Choose the appropriate field name from this menu.
   
   In the document, you will see a "token" for the field (eg: <<FirstName>>). When the letter is merged with the database, these tokens will be replaced by data from the database (one copy of the document for each record).
   
   Create a letter to customers thanking them for their purchases. Use the fields in the database created above to insert their name, address, and item purchased.
   
   
3. You can use the mail merge toolbar to view the letter with actual data in place of the tokens. Click on the third button on the tool bar. You can then use the next four buttons on the toolbar to view each record of the database inserted into the letter.
   
   To return to the tokens, click on the third button again.
   
   
4. Save the document. Important Note: Do NOT use the same name you used for the database. If you do, you will delete the database!

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Merging the Letter and the Database

The final step in the Mail Merge process is to merge the letter and the database to the printer. Click on the "Merge to Printer" button (11th from the left or 4th from the right) on the mail merge toolbar. One copy of the letter will be printed for each record in the database.

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Using Mail Merge to Print Address Labels

The Mail Merge feature can also be used to print address labels. The process is similar to form letters. Proceed as follows...

1. Choose "Mail Merge..." from the "Tools" menu.
   
   Note: Do NOT use the "Envelopes and Labels..." command. This command is used to print a single envelope, label, or several copies of the same label.
   
   
2. Choose "Mailing Labels..." from the "Create" pop-up menu (this is a menu in the dialog box that looks like a button with a black triangle).
   
   
3. Click on the "New Main Document" button in the next dialog box.
   
   
4. This time you will be using the existing data source that was created above. Therefore, choose "Open Data Source..." from the "Get Data" pop-up menu (in the dialog box).
   
   Use the dialog box to find and open the data source: CustList.doc
   
   
5. In the next dialog box, click on the "Setup Main Document" button.
   
   
6. Since "Mailing Labels" was specified above, the next dialog box will ask you for the type of labels you will be using. For right now, accept the default (i.e. just click on the "OK" button.
   
   
7. The final dialog box is used to define the layout of the labels. Use the "Insert Merge Field" pop-up menu in the dialog box to enter field tokens. Press ENTER/RETURN to start new lines and enter any appropriate puncuation as needed.
   
   
8. When you finish the layout of the label, click on the "OK" button. The document for the labels will be created and you will be returned to the "Mail Merge Helper." Click on the "Close" button to go to the document. Save this document (use a name that is different than the database or the form letter).
   
   
9. The labels can now be printed just like form letters (click on the "Merge to Printer" button (11th from the left or 4th from the right) on the mail merge toolbar).

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A Final Note

When you quit Word or close the Mail Merge documents, you will be asked if you want to save the database. Be sure you click on the "Yes" button or you may loose some work.

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Project #5

If you understand the above concepts , you are ready to start working on the third word processing project.

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