Microsoft Office Tutorials and References
In Depth Information
Selecting recipients in Word
How many people are coming to dinner? If you click on the heading for your
‘Dinner’ column to select it, Excel shows ‘Count: 10’ (or however many) at
the very bottom of the screen (see Figure 6.2). This shows how many cells
have text in them in the area you’ve selected. Take care, though – it includes
the header text (‘Dinner’) as well, so subtract one before setting the table.
For any future mail merge projects you do, even if you don’t need to add any
information or make any changes, I recommend you check your data in Excel fi rst.
In Word, you can only comfortably see one personalised document at a time, so
it can take a long time to spot any mistakes. In Excel, you can see a lot more data
at once, so it’s much easier to spot anything that might cause a problem for your
project (such as somebody whose address is missing).
Save your fi le and you can then close Excel.
Selecting recipients in Word
Now we have all our party people in a spreadsheet, and our invitation in Word.
The next step is to combine them.
Switch back to Word (you can fi nd it on the Windows taskbar at the bottom of the
screen). If you closed Word to work in Excel, restart Word and open your standard
letter again.
We’re going to use a new ribbon now: the Mailings one. Click the Mailings tab to
bring that ribbon to the front. It looks like the tab at the top of Figure 6.3, although
most of the buttons will be greyed out and inactive when you fi rst come to it.
The language Word uses is quite specifi c to personalising letters for posting,
but this ribbon is where you fi nd the controls for any project that involves
customising a document with data from Excel.
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