Microsoft Office Tutorials and References
In Depth Information
Preparing your invitees list
might fi nd they’re longer than your sample text and the font is too large for them
to fi t on one line, for example. Ideally, you would do the mail merge just before
you print or send the messages, though, so make sure you’re happy with your
layout before you proceed to the next step. You could even print out your
invitation with the dummy text to see how it looks on paper.
Preparing your invitees list
It takes two to merge. Now we’ve prepared our invitation, we need to make sure
that all the personalised information we want to put in it is included in our address
book, so go into Excel and open your address book. You can leave Word open to
save time reopening it later. (Although, on a slower computer, you might fi nd that
closing Word helps to speed things up.)
For this project, the only thing that’s missing on the address book spreadsheet is
whether each person is to be invited to the dinner after the walk. Remember that
this invitation is for a two-part event and, in order to limit the kitchen chaos, only
some of those invited on the walk are invited to dinner afterwards as well.
We can add a column to our spreadsheet to show whether or not we want to
invite each person to dinner. My address book uses columns A to G at the moment,
so I’ll put this information into column H. If you have added additional columns
to your address book, you might be using a different column for this, but it doesn’t
matter.
Give the column the header ‘Dinner’. For each person in the address book we
need to consider whether they’re invited or not. If somebody is invited, put a ‘Y’
into their ‘Dinner’ cell. It doesn’t add anything to enter ‘N’ for those who aren’t,
because it should be obvious that if there’s no ‘Y’, the person isn’t invited. If you
leave the cells blank for those who aren’t invited, it’s a lot easier to see at a glance
how many have been invited and who they are, as you can see from Figure 6.2.
It doesn’t matter whether we use ‘Y’ or ‘Yes’ or ‘Sausages’ to indicate
invitees. What is important is that we mark all invitees in exactly the same way.
This isn’t going to work if we put ‘yes’ beside one name and ‘absolutely’!
beside another.
 
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