Microsoft Office Tutorials and References
In Depth Information
Performing a Simple Mail Merge
Performing a Simple Mail Merge
As described in the Session 4.2 Visual Overview, mail merge is a process in Word that
combines information from two separate documents—a main document and a data
source—to create many fi nal documents, each containing customized information that
you specify using merge fi elds.
In this case, Joel’s main document is the letter shown in the Session 4.2 Visual
Overview. He plans to send the newsletter to a small test group of clients. His data
source is a table in a Word document (also shown in the Session 4.2 Visual Overview)
that contains the names and addresses of fi ve Shepherd Bay Medical Center clients.
Before beginning a mail merge, it is a good idea to open your data source and your
main document, to ensure they are properly set up.
To review the data source and the main document:
1. Open the document named Addresses from the Word4\Tutorial folder included
with your Data Files. Review the table, which contains addresses for five clients of
Shepherd Bay Medical Center.
2. Close the Addresses document without making any changes, and then open the
document named Letter from the Word4\Tutorial folder included with your Data
Files. Joel has included text in brackets as placeholders to indicate where he
wants to insert the merge fields. Joel has inserted [INSERT CURRENT DATE] at
the top of the letter. The mail merge process does not insert the current date in
the merged document; rather you need to enter the current date using the Date &
Time button in the Text group on the Insert tab.
3. Change the document zoom to Page Width, if necessary, and then delete the text
[INSERT CURRENT DATE] , being sure to delete the opening and closing
brackets. Do not delete the paragraph mark following the text. Verify that the insertion
point is located in the fifth paragraph from the top of the document.
4. Click the Insert tab, and then click the Date & Time button in the Text group.
The Date and Time dialog box opens. The Available formats list in this dialog box
provide options for inserting the current date and time in a variety of formats.
In this case, you want to insert the date as a content control in a format that
includes the complete name of the month, the date, and the year (for example,
February 26, 2013). See Figure 4-35.
Figure 4-35
Date and Time dialog box
available date and
time form ats
use this format
select to insert the
current date as an
updatable content
control; deselect
to insert date as
ordinary text
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