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Copy of Lesson 3 Advance Word Processing Skills

The document provides a comprehensive guide on using Mail Merge and Label Generation features in Microsoft Word. It explains the mail merge process involving a main document, a mailing list, and the merged document, detailing the creation of personalized letters, emails, envelopes, and labels. Additionally, it outlines the steps to create a mail merge, including setting up data fields and customizing the address list for effective bulk mailing.

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daet.rhynalyn
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5 views

Copy of Lesson 3 Advance Word Processing Skills

The document provides a comprehensive guide on using Mail Merge and Label Generation features in Microsoft Word. It explains the mail merge process involving a main document, a mailing list, and the merged document, detailing the creation of personalized letters, emails, envelopes, and labels. Additionally, it outlines the steps to create a mail merge, including setting up data fields and customizing the address list for effective bulk mailing.

Uploaded by

daet.rhynalyn
Copyright
© © All Rights Reserved
Available Formats
Download as PDF, TXT or read online on Scribd
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Advance Word Processing Skills

Mail Merge and Label Generation


Mail Merge and Label Generation

Mail Merge
• Most powerful and commonly used features of
Microsoft Word
• Allow you to create documents and combine or merge
them with other document or data files
• Commonly used when sending out advertising
materials to various recipients
Mail merge process
The mail merge process has three documents involved in creating and printing letters and
emails, or labels and envelopes.

• Your main document


This document contains text and graphics (a logo or an image, for example) that are
identical for each version of the merged document. An example of identical content is
the return address on the envelope or in the body of a letter or an email message.

• Your mailing list


This document contains the data that is used to fill in information in your main
document. For example, your mailing list contains the addresses to be printed on the
labels or envelopes.

• Your merged document


This document is a combination of the main document and the mailing list. Information
is pulled from your mailing list and inserted in your main document, resulting in the
merged document—the letter, email, labels, or envelopes—personalized for different
people on the mailing list.
What bulk mailing document do you want to
create?
Letters
• Create and print a batch of personalized letters for everyone on your mailing list. Each
letter prints on a separate sheet of paper.

Email
• Create and send email messages for each person on your mailing list with custom
information inserted from the mailing list.

Envelopes
• Create and print a batch of envelopes for mailing.

Labels
• Create and print sheets of mailing labels; each label is a unique mailing address.
Two components of Mail Merge
1. Form Document
• The first component of our mail merged document
• The document that contains the main body of the message we want to
convey or send.
• The main body of the messages is the part of the main document that
remain the same no matter whom you send it to from among your list.
• Included in the form document is what we called the place holder,
also referred to as data fields or merged fields.
• Form document is literally a “form that you fill out with individual
information. eg regular tax from application form
Data fields or merge fields- This mark the position on
your form document when individual data or
information will be inserted.

Place Holders –denoted or marked by the text with


double headed arrows (<< >>) on each side with a gray
background
2. List or Data File
• The second component of our mail merged document
• This is where the individual information or data that
needs to be plugged in (merged) to the form
document is placed and maintained.
• Allows data file to be created from within the
Microsoft Word application itself
• Gets data from a file created in Microsoft Excel or
other data formats.
Label Generation
• Included in the mail merge feature on Microsoft Word is the Label Generator.
• It just makes sense that after you print out from your letters, you will need send it
to individual recipients in an envelope with the matching address printed directly
on the envelope or on a mailing label to stick on.
• By using virtually the same process as a standard mail merge, Microsoft Word will
print individual addresses to a standard form that it has already pre-formatted.
Simply put, it creates a blank form document that stimulates either a blank label
or envelope of pre-defined size and will use the data file that you selected to print
the information, typically individual addresses.
• So even in generating labels, the two essential component of creating a merged
document are present: the form document and the data field.
• Only in this case, you did not have to type or create the form document yourself
because it always already created and pre-formatted in Microsoft Word. All you
need to do is select the correct or appropriate size for the label or envelope and
select the data file that contains the addresses (data) to be printed. You can also
preview your merged labels, before printing if you want to.
Steps in creating a simple mail merge:
1. Open Microsoft Word and start a new
blank document. You can use the
keyboard shortcut Ctrl+N after a
Microsoft Word has been loaded or
opened.
2. On the Mailing tab, from the start Mail
Merge group, choose Start mail Merge
Letters.
Type the letter below. You will be typing in
only the common parts of the letter. The
text that does not change for each copy you
print.
activity\Sample Letter.docx
3. Save your letter and name it “ Sample letter.”
4. Insert the fields you need in the letter (Name,
Company, Address Line 1, Address Line 2, Address
Line 3, and Title) You may want to make special
markings on these field as you are typing it. Most
common marking you can do is by typing it in
capital letters or ALL CAPS so you can easily
identify them later.
activity\Sample Letter 1.docx
5. Save the main document once more. You can use Ctrl+S to
quickly do this step.
6. On the Mailing Tab in the Start Mail Merge group, choose
Select Recipients Type a new List.
7. Click the Customize Columns button on the dialog box for the New
Address List.

This allow you to modify the fields in the address list that Microsoft Word has pre -
determined
8. Select a field that you do not need then click the Delete button. A
confirmation dialog box appears.
9. Click Yes in the confirmation dialog box. The dialog box closes, and
the unnecessary field disaapears.
10. Repeat steps 8 and 9 for each field you do not need. After removing
the excess fields, the next step is to add the fields you need.
11. To add a field that you need in your document, click the Add
button.
12. Type the field name of the prompt inside a small Add Field dialog
box and click the OK button.
13. Repeat steps 11 and 12 for each new field you need in your main
document.
14. Click the OK button on the Customize Address List dialog box to
confirm your changes.
15. The New Address List dialog box will appear again ready for you
type in your data.
16. Type the individual data from your list corresponding to Name,
Company, Address Line 1, Address Line 2, Address Line 3, and Title.
17. Press the Tab key each time to enter the next field.
18. To add a new record, press the Tab key after inputting the last field
When you press the Tab key on the last field in a record, a new record
is automatically created and added on the next line
19. Repeat steps 16 through 18 until you enter all the records you
want.
Once you are done typing your data, click the OK button on the Add
New List dialog box to save your data. A special Save Address List
dialog box pops up, allowing you to save the recipient list.
20. Type a name for the address list. Name it “Client List”.
21. Click the Save button. You should be back on your main document
soon after.
22. Select a field placeholder (ALL CAPS) in the main document.
23. Click the Insert Merge Field command button.
24.Choose the proper field to insert into your text. For
example, if you are replacing the text name in your
document with a name field, choose the Name Field
from the Insert Merge Field menu. The field is
inserted into your document and replace the ALL
CAPS text.
25.Continue adding fields until the document is
complete. Repeat steps 22 through 24 as necessary
to stick all fields into your document.
26.Save the main document
27. Choose Finish & Merge to edit, print, or send you merged
document through email.
28. Or you may want to choose Preview Results to check your work
before you send it
29. You should get a merged document close to this
one: activity\Sample Letter 2.docx

• If you decide to print the document, the Merge to


Printer dialog box appears, from which you can
choose records to print. Choose All to print your
entire document. Alternatively, you can specify which
records to print. Click OK. The traditional Print dialog
box appears. Click the OK button again to print your
documents.
3o. Save and close your document.

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