Microsoft Office Tutorials and References
In Depth Information
Working with Data Files
3. Select data records. You can draw data from an existing file or database, from your
Outlook contacts, or from a list you type in Word. For more information, see the next
section, “Working with Data Files.”
4. Lay out the document. In this step, you insert merge fields that link to data in your
list. Throughout the process, you can work in the document window to type other
information (such as common text that appears in all merged documents), format
text, and so on. For more information, see “Inserting Data Fields in a Document” on
page 324.
5. Preview the document. Word replaces the field names with actual data from your
database. You can page through the data records to verify that the merge works as
expected. For more information, see “Previewing the Merged Output” on page 326.
6. Complete the merge. In the final step, you merge the data into the document.
You can send the output to a printer, to a new document, or as individual e-mail
messages. For more information, see “Completing the Merge” on page 326.
For most users, the wizard is a worthwhile assistant. It ensures that you don’t overlook any
steps, yet it doesn’t get in the way of speed or efficiency, as some wizards do. Nonetheless,
as you gain experience you might prefer to use the ribbon tools; you can switch back and
forth at any time. Figure 10-8 shows which tools on the Mailings tab correspond to each
wizard step.
Figure 10-8 Numbers correspond to step numbers in the wizard. (Step 2 is comparable to
choosing New or Open from Backstage view.)
Working with Data Files
In the wizard’s third step, you connect the document to a data source.
For the simplest data requirements, type the list in Word. In the wizard, click Type A New
List. Alternatively, on the Mailings tab, click Select Recipients, Type New List. A dialog box
appears in which you can enter your data, as shown in Figure 10-9. After you enter your
data and click OK, Word prompts you to save the data as a file, which it saves as an Access
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