Creating Data for Mail Merge Creating Data for Mail Merge
using MS Word using MS Word
Presented by Maly Kaing
Introduction Introduction
This is one part of the Mail Merge process
– Total process manual shows the complete mail merge process including:
– Creating Letter – Creating Data – Merging Data
Mail Merge:
– A way to send out multiple documents to different people
Why Use it?
Why Use it?
Who needs it?
Who needs it?
Saves Time
– If you need to send similar (or identical) letters to a group of people, or need to create a list of people who will receive the letter
Assumptions Assumptions
The user has MS Word on his computer and knows basic Word processes
A list of records that will be inputted into the letter form
The letter itself
Where We’ll Start Where We’ll Start
MS Word is open
The Main document for the Mail merge has
already been created.
Step 1 Step 1
Choose Mail Merge from the Tools pull-down menu. The Mail Merge Helper will appear
Step 2 Step 2
Click the Get Data Button and a drop down list will appear.
Step 3 Step 3
Click “Create Data” and the following dialog box will appear.
Step 4 Step 4
Choose Field names as well as create your own.
Field Names are fields that will be filled
in with your data.
Step 5 Step 5
Click OK when you are done choosing your Field Names and this screen will appear.
Click “Edit Data Source” and a window will appear with the field names you just chose.
Step 6 Step 6
Enter Data for each letter.
Click “Add
New” for each new record
Click OK when complete
Voila!
Voila!
Data is created for the Mail Merge!
To see the rest of the process read the
Manual!
Troubleshooting Troubleshooting
Problem Cause Solution
The Field Names I
want aren’t there Forgot to add the Fields or were
Accidentally deleted
Click the “Edit Data Source” Button and add the field.
Merge fields are
printed instead of my data
Click Tools Options and uncheck the field codes check box on the print tab.
The data file is the
main document. The data source was the active document when you chose the Mail merge command
Click on the document you want to be the
Main Document. Click Tools Mail Merge and click the type of main document you want it to be.
